Contract Services Coordinator

Job Summary

The Dakota County Community Development Agency (CDA) is seeking a Contract Services Coordinator for the Property Management team which oversees the management and maintenance of 2,900 units of affordable rental housing located throughout Dakota County, Minnesota. The Contract Services Coordinator implements services contracts for all properties and monitors the contracts for compliance. This position works closely with the maintenance team to complete unit turnovers and to identify extraordinary maintenance items that need to be addressed and conducts inspections of CDA properties.

The Dakota County CDA is a leader in affordable housing and community development programs. The agency owns and manages over 2,900 units of affordable housing located throughout the county and additionally administers the fourth largest Housing Choice Voucher (rent assistance) program in the state. There are six departments at the CDA; Administration, Community & Economic Development, Finance, Housing Assistance, Housing Development and Property Management. The CDA employs 146 staff who oversee local, state, and federal programs serving Dakota County. For more information about the CDA, visit www.dakotacda.org

Selection Process

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications
• Top scoring candidates are referred to the hiring manager for interview consideration
• We conduct background and reference checks before hiring

Examples of Duties

1. Implement maintenance service contracts for all CDA owned properties and CDA office according to the agency's Procurement Policy.

• Procure and manage contracts with outside vendors for the following services:
  • Trash and recycling removal
  • Door operator inspections and repairs
  • Elevator inspections and repairs
  • Fire door inspections and repairs
  • Fire extinguisher inspections and replacements
  • Parking lot and underground garage sweeping and striping
  • Fire Alarm inspections and repairs
  • Lawn Care and snow removal services
  • Irrigation start up and blow outs and repairs
  • RPZ inspections, spring installation and fall removal
  • Flooring contract
  • Other service contracts as deemed necessary
• Monitor work of outside maintenance service contractors to ensure service is provided as required by contracts and prevailing wage requirements are met.
• Recommend approval of service contractor payments for acceptable work as required by contract.
• Schedule and notify residents and staff of dates of service on all service contracts.
• Ensure Contractors are held responsible for any damage occurred during service contracts.

2. Ensure proper implementation of the vacant unit turnover and related tasks on all CDA owned property.

• Coordinate the timely and satisfactory completion of painting, final cleaning, and new flooring as deemed necessary on unit turnovers.
• Complete quality control inspection on vacant unit.

• Auditing and insuring invoice pricing on all service contracts is accurate
• Code and authorize payment on all service invoices
• Rectify discrepancies with vendors and ensure proper invoicing is obtained.
• Complete processing of invoices within 30 days of receipt to comply with State Statutes of prompt payment processing.

4. Implement contracted property repairs, certain extraordinary maintenance items, and repairs necessitated by storm, fire, or other disasters, according to the CDA's Procurement Policy. Coordinate with insurance companies as applicable.

• Prepare detailed work write-ups covering specific property need.
• Coordinate the competitive bid process and ensure prevailing wage requirements are applied when required.
• Obtain proposals from architects/engineers when necessary.
• Contact contractors to seek competitive bids.
• Conduct formal/informal bid openings.
• Conduct a pre-construction conference when applicable with contractor and/or subcontractors selected for the job.
• Monitor work of outside contracts on existing properties to ensure work is being completed according to specifications.
• Conduct random and final inspections and ensure work is completed according to specifications before payment authorization.
• Ensure labor standard requirements and other HUD and/or legal requirements are met when applicable.

5. Ensure annual housing and systems inspections are performed on all properties.

• Perform inspections on CDA properties as requested.
• Refer any needs of major capital improvements to the Director of Property Management

6. Ensure the accurate and timely preparation of all reports, correspondence, and proposals.

• Assist in maintaining property files, including unit histories.
• Prepare Requests for Board Action (RBAs) for contracts, as needed.
• Act as Yardi point of contact for contract management solutions.

7. Perform special projects as assigned.

• Assist in budget preparation by determining anticipated service contract costs for budgets.
• Collaborate with Maintenance, Property Managers, and Housing Development to identify extraordinary maintenance needs.
• Attend maintenance and property manager meetings to share information to ensure clear and transparent department communication on projects and contracts.
• Advise Maintenance Manager or Director of Property Management of any problems or concerns regarding compliance violations.

7. Act as a positive representative of the CDA

• Promote a positive image of the CDA to clients
• Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA
• Answer calls and emails within 24 business hours
• Handle calls or meetings with irate parties in a professional manner to diffuse the issue/conflict
• Abide by all CDA Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA

Typical Qualifications

MINIMUM QUALIFICATIONS

• A combination of related education and experience to total 5 years
• Procurement Certification - or the ability to obtain within 1 year of employment.

• Computer skills including: Microsoft Office (Word and Excel) and Yardi or housing database systems.
• Thorough knowledge of structural, mechanical, elevator, plumbing, heating, HVAC, and electrical systems
• Thorough knowledge of maintenance methods, tools, materials, and building codes.
• Knowledge of HUD regulations and procurement policies as they pertain to Public Housing maintenance.
• Knowledge of CDA, HUD and state procurement policies and procedures.

• Multi-task and work with a combination of contractors to get work completed in a timely manner.
• Communicate both orally and in writing with both internal and external customers.
• Evaluate and resolve maintenance problems in a timely manner.
• Coordinate details, organize and systemize procedures, prioritize work, and maintain schedules.
• Effectively initiate work projects, delegate, and accept responsibility and authority.
• Motivate teamwork, negotiate, and resolve conflicts.
• Maintain resident confidentiality.

ESSENTIAL PHYSICAL REQUIREMENTS

• Must be physically able to perform the essential functions of the position, as indicated under Tasks #1 - #7

• Ability to tolerate adverse weather conditions: cold weather, wind, and snow

• Bend/Stoop/Squat/Kneel to perform routine maintenance/repairs, pick up tools and needed equipment

• Climb stairs to reach 2nd and 3rd floor in apartments and residences

• Ability to enter confined spaces such as basements and attics

• Push or pull up to 20 lbs to move equipment, appliances, open and close doors, etc.

• Reach above shoulder to perform routine maintenance/repairs, stock and remove equipment, parts, etc.

• Clean driving record

WORKING CONDITIONS

Assigned tasks are generally carried out while seated at a desk in an office environment or in the field. Fieldwork includes conducting contractor walk throughs of bid projects of CDA owned or managed properties.

Supplemental Information

Dakota County Community Development Agency is an equal opportunity employer and will not discriminate on the basis of race, color, creed, age, religion, national origin, marital status, disability, sex, sexual orientation, familial status, status with regard to public assistance, local human rights commission activity or any other basis protected by law.

Dakota County Community Development Agency accommodates qualified persons with disabilities in various aspects of employment, including the application process. If you believe you need a reasonable accommodation to complete the application process, please contact Human Resources at 651-675-4431.

Applicant Data Practices Advisory

According to Minn. Stat. § 13.04, Dakota County Community Development Agency (CDA) must advise you of the following.

Purpose and intended use of the data:

The CDA collects this information for recruitment purposes. Your data will be used to screen and select applicants for employment. In the event you are selected for hire, your data will be used to perform a criminal background check through a trusted third party agency, which may include the Bureau of Criminal Apprehension. Consultant, CDA and/or officials involved in the hiring process will have access to the data provided. Data may be shared upon court order or provided to the state or legislative auditor, upon request.

Whether you may refuse or are legally required to supply this data:

Application for employment as well as supplying any data in application for employment is voluntary.

Consequences arising from supplying or refusing to supply this data:

We take pride in hiring the best candidates, but we can’t do this without a complete application. Filling out the application is voluntary, and the more complete the application, the better your chances of conveying to the CDA you are the best candidate for the job. Except for explicitly optional requested information, refusal to provide a complete application may result in disqualification from consideration for a position.

The Dakota County CDA offers a competitive benefit package. This position is eligible to participate in the following benefits:

• Medical Insurance (three plan options )
• Dental Insurance (two plan options)
• Vision Insurance
• Life insurance
• Short-term and long-term disability insurance
• Medical and dependent care flex spending accounts
• 20 days (160 hours) of flex leave (vacation/ESST) per year with increases in accrual amounts after every five years of service
• 12 paid holidays
• 8 hours of volunteer leave per year
• Paid parental leave (three weeks for the birth or adoption of a child for all parents)
• 401a HART retirement plan (in lieu of Social Security) - 12.7% employee contribution matched by 12.7% employer contribution
• 457 Deferred Compensation Plan (Nationwide) - optional
• Employee Assistance Program
• Tuition Reimbursement
• On-site fitness center
• Employees are eligible for the Public Service Loan Forgiveness Program