What are the responsibilities and job description for the Contract Administrator position at Housing Authority of Baltimore City?
About Us
Founded in 1937, The Housing Authority of Baltimore City (HABC) has kept the promise of public housing alive. It has done so by maintaining and modernizing its buildings and enriching the lives of its residents through innovative social services, recreational and educational programs, and job training initiatives. What makes HABC successful is the dedication of its employees and its history of strong leadership.
Position Summary
The primary purpose of this position is to provide contract administration for all goods and services procured by HABC and to perform a wide range of administrative tasks in support of the procurement department. The incumbent also participates in developing specifications for purchase orders / service agreements and contracting procurement services.
All activities must support the Housing Authority of Baltimore City (“HABC” or “Authority”) mission, strategic goals, and objectives.
Essential Duties and Responsibilities
- Maintains and administers contracts and contract modifications with vendors and service providers.
- Initiates, maintains, reviews, and provides the appropriate procurement action for the HABC Blanket Order System; reviews and updates the Blanket Order balance thresholds; and contacts associated vendors with any procurement related issues.
- Creates and maintains self-explanatory and auditable contract tracking schedules in a structured, standard format.
- Monitors and reports on the administration of contracting/procurement activities; monitors quantitative and qualitative benchmarks, timeliness, and cost projections against which to measure contract activities; and submits reports on findings.
- Maintains vendor contractor list for each solicitation.
- Assists with developing specifications for commodities and services to be purchased; assists with preparation of RFPs, RFQs, and IFB language; and assists with development of language for evaluating and scoring proposals.
- Prepares reports to assess procurement activities; tracks performance to compare with HABC’s goals and objectives.
- Stays abreast of HABC’s procurement policies and procedures.
- Compiles, reviews, and inputs HABC MBE vendor utilization information from various sources, including the Master Contract File, and vendor Maintenance File, and inputs this source data in the HUD 2516 Report.
- Works closely with the Procurement Specialist MBE/WBE and Workforce Compliance Manager to ensure that the HUD 2516 and the HUD 60002 for Section 3 Utilization Reports are submitted to HUD in a timely manner. Also, assist with Davis-Bacon wage rate compliance.
- Performs other duties as assigned.
Minimum Education, Training and/or Experience
Bachelor’s Degree in business administration, construction management, or related field(s) and a minimum of four (4) years of experience in purchasing, contracting, or procurement. An equivalent combination of education, training, and experience may be considered.
Special Requirements
- Must not engage in private real estate business
- Possession of a valid Maryland driver's license.
- Must be able to be covered under the Authority's fidelity bond.
- Must be able to be covered under the Authority's vehicle insurance policy.
Other Requirements:
- Availability to work some evenings and weekends as needed.
- Successful completion of a prescreening investigation, including verification of employment history and education credentials.
- A 6-month probationary period applies to this full-time permanent position.
Benefits:
We offer a competitive package of employee benefit programs that supports recruitment and retention objectives and is designed to meet the diverse and changing needs of our employees. HABC’s comprehensive benefit package includes:
- Paid Holidays
- Paid Vacation
- Medical Insurance
- Dental Insurance
- Life Insurance
- Vision Insurance
- Pharmacy Coverage
- Retirement Program
- Overtime*
- Compensatory time*
- Overtime and compensatory time are subject to supervisor approval.
All new employees are required to receive at least one COVID-19 vaccination shot in a two-shot series or be fully vaccinated prior to the date of hire.
FOR INTERNAL CANDIDATES ONLY: Current HABC employees who are on probation, whether due to initial new hire status (6 months) or promotion (3 months), will have the opportunity to apply for other roles within HABC once their probationary period is successfully completed. This allows time for growth, development, and the demonstration of their skills and commitment, paving the way for new opportunities within the organization.
If you are currently under the progressive disciplinary process, you may not have the chance to be considered for a promotion (s) within HABC. Please review the Manual of Personnel Policies or the applicable Collective Bargaining Agreement for more information on the disciplinary process.
This job posting will remain open until April 10, 2025.
