PROC/CONTRACT ADMINISTRATOR

ALL APPLICATIONS WILL RECEIVE CONSIDERATION WITHOUT REGARD TO AGE, COLOR,

DISABILITY, NATIONAL ORIGIN, RACE, RELIGION, GENDER AN/OR ANY OTHER NON-MERIT FACTOR

Duties and Responsibilities:

Responsible for HAS’ procurement process; develops procurement policies, procedures, and activities covering construction services, administrative services, and material delivery; serves as the in-house technical expert in the areas of procurement, contracting, property/material acquisition/disposition in accordance with the Authority’s Procurement Policy, HUD regulations, and federal and state statutes and in conformance with modern purchasing practices.  Also responsible for researching, developing and writing grants, inquiries, letters, and proposals requesting funds to support HAS’ programs and services; tracking and monitoring proposals, their deadlines and requirements. Responsibilities include, but are not limited to, the following:

1.    Manages the preparation and revision of the Authority’s procurement policy manual in accordance with HUD regulations, and federal and state statutes; develops and implements procedures to assure strict compliance with policies. 

2.    Serves as in-house, technical expert in the area of procurement, contracting, property/material acquisition/disposition and HUD procurement regulations; provides technical assistance as necessary; serves as consultant to Executive Director in the promulgation of regulations governing procurement of materials, supplies, and services.

3.    Provides training and communicates HAS’ and HUD’s procurement policy directives to agency staff; ensures that all federal, state, and agency policies and procedures pertaining to procurement are adequately explained, interpreted, and followed by Authority personnel.

4.    Facilitates the preparation and administration of all procurement documents, including, but not limited to, Requests for Proposals, Invitation for Bids, Requests for Quotations, Indefinite Quantity Contracts and/or any procurement processes.

5.    Selects, trains, and supervises staff; performs all duties related to management of staff including work assignments, staff development, performance reviews, disciplinary actions, etc.

6.    Implements standardized procedures, noting solicitation sources and submission schedules, while identifying and implementing advertisement standards and monitoring for compliance; ensures MBE/WBE and Section 3 participation.

7.    Prepares and/or initiates the preparation of all HAS contracts; reviews all contracts for both form and content based on RFP/RFQ/IFB/IQC procurement processes; and negotiates contracts and assures the Authority’s interests are established and protected.  Maintains and manages certificates of insurance for contractors performing work on HAS property and authorizes his/her delegates to have access to the files.

8.    Prepares detailed monthly and summary reports on HAS contracting/procurement activities, including emergency contracts/purchases; provides an analysis and recommends adjustments to the Executive Director.

9.    Develops performance standards regarding procurement in association with project-based management initiatives; assists all departments in establishing pro-active contract compliance practices, procedures, documentation, etc.

10.    Establishes quantitative and qualitative benchmarks, timelines, and cost projections for which to measure and compare contract activities.

11.    Facilitates the conduct of procurement-related meetings, including, but not limited to, pre-submission conferences, proposal debriefings, etc.

12.    Performs other related duties and assumes responsibility for assuring an efficient, effective, and responsive contract/procurement program.

13.    Works cooperatively with HAS, HUD, and relevant community entities to foster a positive perception of the Agency; works with all HAS’ departments and public and private agencies and firms in order to coordinate resources effectively.

14.    Prepares annual procurement plan and prepares annual departmental budget; ensures performance within budget.

15.    Assists legal counsel in the resolution of contracting problems/claims/litigation as appropriate.

16.    Maintains the integrity of all procurement and contract file documentation and ensures information is properly stored on the HAS network, in accordance to HUD and HAS compliance requirements.

17.    Facilitates procurement-training workshops for vendors and HAS staff.

18.    Performs other duties as assigned.

Qualifications and Knowledge: 

1.    Must have High School diploma or GED and two years of college course work, from an accredited college or university, is required. Bachelor’s degree in Business Administration, Public Administration, Accounting or a related field is preferred.

2.    Three years of experience in government purchasing/procurement, within a public housing agency, is preferred; or an equivalent combination of college course work and higher education (one year of relevant experience is equivalent to one year of relevant higher education and vice versa). 

3.    Knowledge of HUD policies, and other Federal, state and local laws, rules and regulations related to low-income housing and Housing Authority of Savannah's policies.

4.    Knowledge of general office practices and procedures, business English and basic mathematics. 

5.    Ability to establish and maintain effective working relationships with landlords, owners, subordinates, supervisors, residents, Authority employees, and the general public.

6.    Excellent communication and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords and the public.

7.    Ability to complete complex and detailed tasks in a timely manner.

8.    Ability to plan and prioritize work.

9.    Bondability.

10.    Valid driver’s license.

11.    Eligibility to be covered under the Authority’s fleet auto insurance.

Supervision Received and Given:

The employee receives instructions primarily from the Director of Finance.  Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment.  Routine duties are initiated by the employee without supervisory direction.  Instructions to the employee may be general or specific in nature.  Problems or situations not covered by instructions are usually referred to the supervisor for resolution.  The employee's work is reviewed periodically for accuracy, completion, and compliance with policies and procedures.

Employee supervises a Buyer.

Guidelines:

The employee refers to HAS’ and HUD’s guidelines in performing work.  These guidelines cover most job-related situations, although the employee frequently is required to use independent judgment in making decisions.  If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances.

Complexity:

The employee performs a wide variety of related tasks ranging from routine and repetitive to relatively complex financial matters.  The course of action is determined by established procedure, the supervisor, or the employee.  Tasks may occasionally have to be coordinated, integrated, and/or prioritized.   Decisions regarding unusual circumstances are made by the employee on occasion.

Scope and Effect:

The employees work affects all of HAS’ housing programs and its residents.  HAS’ financial condition can determine the quantity and quality of housing and services the Authority is able to provide for low-income families.  Successful accomplishment of tasks by the employee can enhance HAS’ ability to provide housing that is decent, safe and sanitary and adequate services for its residents.

Personal Contacts:

Most of the employee’s contacts are with HAS’ employees, business firms, attorneys, residents and contractors.  Contact must be made, in an effort to verify, give, obtain, clarify and/or provide information.  Contact is also necessary to delegate, coordinate, advise, motivate, influence, justify, defend, negotiate and/or resolve matters or issues.

Physical Demands:

Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting (25 lbs. or less) to obtain files and records, and eyestrain from working with computers and other office equipment.

Work Environment:

Work involves the normal risks or discomforts, associated with an office environment, and is usually in an area that is adequately heated, lighted, and ventilated.  From time to time, it involves visits to outdoor developments, sites, dwellings or facilities, inspections of structures and/or confrontations with residents, employees and contractor personnel.  Work is primarily with use of computer, reading and preparing documents, and meeting deadlines.

Drug-Free Workplace:

All positions require pre-employment and post-employment random drug testing. Applicants selected for hire will receive a conditional offer of employment and be referred for pre-employment drug testing