What are the responsibilities and job description for the Contract Specialist (Project up to 36 months) position at Oakland Housing Authority?
JOB
OAKLAND HOUSING AUTHORITY CONTRACT SPECIALIST(PROJECT UP TO 36 MONTHS) SALARY: $4,366.92 - $4,823.33 / BIWEEKLY$113,539.92 - $125,406.58 / ANNUALLYCLOSING DATE/TIME: FRIDAY, MAY 2ND, 2025 AT 8:59PM PST DEFINITION Under the general direction of the Oakland Housing Authority (OHA) Director of Procurement, the Contract Specialist (CS) serves as the lead in managing procurement activities for assigned Client Departments. The CS performs complex, technical, and analytical work involving the development, administration, and oversight of contracts. Contract Specialists will be responsible for understanding, managing, and developing solutions that address the technical, analytical, and administration elements of complex procurements, solicitations, contract negotiations, and awards related to the procurement of professional services, services in the trades, products, equipment, supplies, and in some case, complex construction, and modernization projects. ESSENTIAL FUNCTIONS Spearheads and takes full responsibility for their assigned Client Departments procurement needs, by assisting them to organize, prioritize, implement, and realize needed, authorized, procurement activities; and Provides guidance and informs their assigned Client Departments regarding contracting approaches, methods, options, best practices, industry standards, the vendor pool, small and disadvantaged business, and choices at each step in the procurement process; and Serves as a consultant to senior and middle management staff in the interpretation of contracts and contracting policies, and procedures; and Prepares and issues solicitation packages for the purchase of goods and services, ensuring compliance with the Authority policies and procedures, and with established guidelines, rules, and regulations of the Department of Housing and Urban Development (HUD); and Prepares Board submittal packages and recommendations; and Makes Award Recommendations; and Monitors contractor performance and closes out files upon completion of contracts; and Assist and/or resolves contract related protests or disputes and claims; and Maintains accurate and current contract and relevant correspondence file system both in hardcopy and electronically and advises staff in advance of expiring contracts; and Prepares timely weekly reports and other correspondence related to contract and procurement activity, including expirations, disputes, resolutions, and any other concerns expressed by internal or external customers; and Maintains a high degree of confidentiality relative to work performed. Responsible for Contract Administration functions from Contract Award through Contract Close-out; andCoordinates and facilitates the activities of contract management including meetings with vendors on all contract administration related matters; and Ensures contracts are compliant with rules, regulations, policies, and procedures; andLeads and/or guides staff in the procurement process and best practices.Develops the Vendor Outreach Plan, compliance review of solicitation and checklist items; andFacilitates Pre-proposal meetings; andDevelops Addendum Content; andReviews proposals and facilitates process to assist with Evaluation Committee Discussion; andReviews Conflict of Interest and Non-Disclosure Forms; andNegotiates Contracts; andCompliance Review on Procurement Packaging; andConducts price analysis and assist with cost analysis preparation; andAttends CCGS weekly department meetings; andInterfaces with Client Department and Government Entities. MARGINAL FUNCTIONS Execute special projects. Performs other related duties and responsibilities as assigned. MINIMUM QUALIFICATIONS A bachelor's degree in business or public administration or a related field, with a minor or emphasis in procurement; Four years of highly responsible experience involving procurement, with an emphasis on the preparation, evaluation, and administration of contracts. AND Possession of a valid California driver's license and an insurable driving record. Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus. Equivalent combinations of education, training and experience will be considered. KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Principles and practices of procurement of goods and services and construction related contracting; Legislation governing the construction contracting process;Computer systems designed for tracking procurement activity;Knowledge of U.S. Department of Housing and Urban Development (HUD) rules and regulations as it pertains to procurement. ABILITY TO: Research costs of various commodities, analyze and provide a recommendation from data;Forecast potential future costs for commodities; Negotiate, evaluate, and implement large contracts, including construction contracts;Work under pressure with a high degree of responsibility and accountability;Effectively use computer-based data processing systems; Communicate effectively, both orally and in writing;Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community; Lead or supervise staff. TO APPLY: Please complete an employment application online at www.oakha.org. Closing date/time is Friday, May 2nd, 2025 at 8:59pm PST.ADDITIONAL INFORMATION FOR APPLICANTS Thank you for your interest in employment at the Oakland Housing Authority. To apply for this position, applicants must complete and submit an online application at www.oakha.org by the date indicated; a current, detailed resume may be attached but will not be accepted in lieu of a completed employment application. All applications and resumes will be carefully screened. Those applicants whose education and experience most closely match the requirements of the position will be invited to compete in the examination process. Candidates who compete successfully in this examination will have their names placed on a List of Qualifiers. An appointment will be made from the List. For some positions, an experience/training rating and/or written evaluation of candidates will be used in lieu of the oral examination. The names of the highest-ranking candidates will be placed on the List of Qualifiers, and the final selection will be made from this List. College degrees or units required for the position will be verified prior to final appointment. If this information cannot be verified for a candidate, the candidate's name will not be placed on the List of Qualifiers. All appointments are subject to the approval of the Executive Director. All prospective employees must pass a physical examination and drug screening by an Authoritydesignated physician. A pre-employment criminal history background check will also be conducted for all positions. For positions requiring use of an Authority vehicle, candidates' driving records will be checked prior to appointment. To be eligible for appointment, each candidate must possess a valid California Class C driver's license and a driving record acceptable to the Authority's insurer. All prospective employees must also provide proof of American citizenship, or legal resident status and the legal right to work in the United States. Prior to becoming permanent, new employees must successfully pass a probationary period
OAKLAND HOUSING AUTHORITY CONTRACT SPECIALIST(PROJECT UP TO 36 MONTHS) SALARY: $4,366.92 - $4,823.33 / BIWEEKLY$113,539.92 - $125,406.58 / ANNUALLYCLOSING DATE/TIME: FRIDAY, MAY 2ND, 2025 AT 8:59PM PST DEFINITION Under the general direction of the Oakland Housing Authority (OHA) Director of Procurement, the Contract Specialist (CS) serves as the lead in managing procurement activities for assigned Client Departments. The CS performs complex, technical, and analytical work involving the development, administration, and oversight of contracts. Contract Specialists will be responsible for understanding, managing, and developing solutions that address the technical, analytical, and administration elements of complex procurements, solicitations, contract negotiations, and awards related to the procurement of professional services, services in the trades, products, equipment, supplies, and in some case, complex construction, and modernization projects. ESSENTIAL FUNCTIONS Spearheads and takes full responsibility for their assigned Client Departments procurement needs, by assisting them to organize, prioritize, implement, and realize needed, authorized, procurement activities; and Provides guidance and informs their assigned Client Departments regarding contracting approaches, methods, options, best practices, industry standards, the vendor pool, small and disadvantaged business, and choices at each step in the procurement process; and Serves as a consultant to senior and middle management staff in the interpretation of contracts and contracting policies, and procedures; and Prepares and issues solicitation packages for the purchase of goods and services, ensuring compliance with the Authority policies and procedures, and with established guidelines, rules, and regulations of the Department of Housing and Urban Development (HUD); and Prepares Board submittal packages and recommendations; and Makes Award Recommendations; and Monitors contractor performance and closes out files upon completion of contracts; and Assist and/or resolves contract related protests or disputes and claims; and Maintains accurate and current contract and relevant correspondence file system both in hardcopy and electronically and advises staff in advance of expiring contracts; and Prepares timely weekly reports and other correspondence related to contract and procurement activity, including expirations, disputes, resolutions, and any other concerns expressed by internal or external customers; and Maintains a high degree of confidentiality relative to work performed. Responsible for Contract Administration functions from Contract Award through Contract Close-out; andCoordinates and facilitates the activities of contract management including meetings with vendors on all contract administration related matters; and Ensures contracts are compliant with rules, regulations, policies, and procedures; andLeads and/or guides staff in the procurement process and best practices.Develops the Vendor Outreach Plan, compliance review of solicitation and checklist items; andFacilitates Pre-proposal meetings; andDevelops Addendum Content; andReviews proposals and facilitates process to assist with Evaluation Committee Discussion; andReviews Conflict of Interest and Non-Disclosure Forms; andNegotiates Contracts; andCompliance Review on Procurement Packaging; andConducts price analysis and assist with cost analysis preparation; andAttends CCGS weekly department meetings; andInterfaces with Client Department and Government Entities. MARGINAL FUNCTIONS Execute special projects. Performs other related duties and responsibilities as assigned. MINIMUM QUALIFICATIONS A bachelor's degree in business or public administration or a related field, with a minor or emphasis in procurement; Four years of highly responsible experience involving procurement, with an emphasis on the preparation, evaluation, and administration of contracts. AND Possession of a valid California driver's license and an insurable driving record. Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus. Equivalent combinations of education, training and experience will be considered. KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Principles and practices of procurement of goods and services and construction related contracting; Legislation governing the construction contracting process;Computer systems designed for tracking procurement activity;Knowledge of U.S. Department of Housing and Urban Development (HUD) rules and regulations as it pertains to procurement. ABILITY TO: Research costs of various commodities, analyze and provide a recommendation from data;Forecast potential future costs for commodities; Negotiate, evaluate, and implement large contracts, including construction contracts;Work under pressure with a high degree of responsibility and accountability;Effectively use computer-based data processing systems; Communicate effectively, both orally and in writing;Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community; Lead or supervise staff. TO APPLY: Please complete an employment application online at www.oakha.org. Closing date/time is Friday, May 2nd, 2025 at 8:59pm PST.ADDITIONAL INFORMATION FOR APPLICANTS Thank you for your interest in employment at the Oakland Housing Authority. To apply for this position, applicants must complete and submit an online application at www.oakha.org by the date indicated; a current, detailed resume may be attached but will not be accepted in lieu of a completed employment application. All applications and resumes will be carefully screened. Those applicants whose education and experience most closely match the requirements of the position will be invited to compete in the examination process. Candidates who compete successfully in this examination will have their names placed on a List of Qualifiers. An appointment will be made from the List. For some positions, an experience/training rating and/or written evaluation of candidates will be used in lieu of the oral examination. The names of the highest-ranking candidates will be placed on the List of Qualifiers, and the final selection will be made from this List. College degrees or units required for the position will be verified prior to final appointment. If this information cannot be verified for a candidate, the candidate's name will not be placed on the List of Qualifiers. All appointments are subject to the approval of the Executive Director. All prospective employees must pass a physical examination and drug screening by an Authoritydesignated physician. A pre-employment criminal history background check will also be conducted for all positions. For positions requiring use of an Authority vehicle, candidates' driving records will be checked prior to appointment. To be eligible for appointment, each candidate must possess a valid California Class C driver's license and a driving record acceptable to the Authority's insurer. All prospective employees must also provide proof of American citizenship, or legal resident status and the legal right to work in the United States. Prior to becoming permanent, new employees must successfully pass a probationary period
Salary : $4,367 - $4,823
