Contract Administrator

JOB SUMMARY

Performs responsible managerial work in procurement, organization, office management and the performance of specialized accounting functions for the Planning, Development & Modernization Divisions. Monitors Contractor’s payrolls & periodical payment requests; matches payment invoices with contracts or service requests and monitors compliance for the Section 3 program.

1. Monitors and reviews all contractor payrolls and employee interviews for compliance with applicable HUD Wage Determinations and communicates with Regional Labor Relations Specialist to resolve any uncertainties or conflicts.

2. Follows through on all modernization purchase requisitions to ensure the proper accounts are credited and purchase orders are secured in an efficient manner.

3. Prepares correspondence as directed by the Modernization Manager or his/her designee.

4. Assists in the preparation and advertisement of Request for Bids or Proposals from potential contractors, suppliers or consultants.

5. Manages and maintains financial records, reviews and processes invoices and pay-out requests.

6. Reviews contractor payrolls and employee interviews.

7. Coordinates with the Construction Supervisor to prepare resident notices of work commencement.

8. Assists with conducting pre-bid conferences, bid openings, and pre-construction meetings.

9. Maintain contract files in accordance with HUD regulations and audit files prior to review by HUD.

10. Performs duties of Section 3 Coordinator.

11. Maintains records and prepares Section 3 reports.

12. Assists with compiling scopes of work and specifications.

13. Prepares modernization reports.

14. Identify data to analyze for inclusions in report submissions.

15. Plans, organizes and completes routine work and special projects in order to meet organizational goals and deadlines.

16. Assist with land use agreements, and inter-government agreements, tracks parcel inventory owned by the PHA,

17. Assist with some administrative functions for estate acquisitions and dispositions.

18. Assist with communication between PHA and municipal code enforcement.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

1. Aid with all modernization and operations purchase requisitions to ensure the proper accounts are credited and purchase orders are secured efficiently. 2. Prepares correspondence as directed by the Department Supervisor/ Manager or his/her designee. 3. Assists in the preparation and advertisement of Request for Bids or Proposals from potential contractors, suppliers or consultants. 4. Aid with managing and maintaining financial records, reviews and processes invoices and pay-out requests.

Education and Experience

1. Bachelor’s Degree in related field required; experience in accounting, bookkeeping, property management, construction and procurement in a public sector environment or any combination of experience or education, which provides the required knowledge and skills.

2. High level of data entry accuracy is a must.

3. Ability to prioritize, handle multiple tasks simultaneously and meet established deadlines in a fast-paced environment.

4. Self-motivated, customer service-focused, detail oriented and flexible.

5. Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

6. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

7. Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

8. Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

9. Valid driver’s license in good standing; Eligible for coverage under the PHA fleet auto insurance.

Knowledge, Skills and Abilities

1. Knowledge of HUD and procurement guidelines, contract management and Section 3 regulations.

2. Knowledge of Fair Labor Standards Act and Davis Bacon.

3. Knowledge of modern accounting techniques, methods, and principles.

4. Ability to maintain strict confidentiality on sensitive or restricted matters.

5. Considerable knowledge of office practices and procedures and able to type and operate a personal computer for accounting purposes.

6. Ability to communicate effectively, both orally and in writing.

7. Ability to work independently.

8. Knowledge and experience with utilizing the internet to find and download information.

9. Knowledge and experience with utilizing Microsoft Excel and Word.

10. Ability to establish and maintain effective working relationships with staff, public officials, contractors and the general public.

11. Ability to compute mathematical figures with accuracy and maintain complex and confidential files.

12. Ability to make mathematical computations quickly and accurately; maintain clear and accurate records; ability to compose reports and presentations for superiors and other parties to communicate ideas clearly.

13.

14. Proficient in knowledge of administrative procedures and equipment with strong computer skills, including Outlook, PowerPoint, Excel, and Word.

15. Excellent interpersonal skills communicating clearly, effectively, and concisely both orally and in writing.

16. Ability to exercise judgment, tact and diplomacy; ability to develop and maintain effective working relationship with commissioners, associates, employees, consultants, vendors, representatives of other organizations, regulatory agencies and the general public.

17. Strong work habits that include setting priorities and planning strategies, setting a positive example for other staff.

SOFTWARE AND APPLICATIONS

A working knowledge of Excel spreadsheets, graphs and charts are required.

Basic office operations, including, but not limited to, Word Processing, PowerPoint, OneDrive, SharePoint, and Microsoft Teams, Adobe Pro and various accounting, property management and grant management software.

MATERIALS AND EQUIPMENT USED

• Computer / laptop

• Smartphone/ tablet

• Telephone

• Calculator / Adding Machine

• Projector

• Copier/Scanner

• Intercom

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Must have the ability to sit for lengthy periods of time and to operate standard office equipment. Must be able to communicate agency needs verbally and in writing. Must be able to maintain excellent attendance and punctuality. The employee is occasionally required to stand, walk, stoop, kneel, or crouch to access files and office equipment. The employee must regularly lift and/or move up to ten (10) pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

Work is performed in a high-pace, multi-transactional environment, and involves the normal risks associated in an office environment. The noise level in the work environment is typically moderate and involves daily, routine interactions with the public and staff. Reasonable accommodations may be made to enable individuals to perform the essential functions.

EMPLOYMENT EXPECTATIONS

Every employee shall know and agree to adhere to the Peoria Housing Authority’s Core Values. It will be the responsibility of the employee to practice these basic principles of service both inside and outside of the agency. Each employee will be held responsible for conducting their behavior in accordance with these values. An employee violating any of these values will be subject to appropriate disciplinary action, up to and including termination depending upon the severity of the violation.

MARIJUANA

Although marijuana has been legalized under Illinois law, it is a Schedule I controlled substance and is illegal under Federal law. In accordance with the Drug Free Workplace Act of 1988, the Peoria Housing Authority, as a recipient of federal funds, must maintain a drug-free workplace. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening or advises PHA that he/she uses any form of marijuana, shall be ineligible for employment with the Peoria Housing Authority.

EQUAL OPPORTUNITY EMPLOYER

Peoria Housing Authority is an Equal Opportunity Employer (EOE) that is committed to diversity and inclusion in the workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

License/Certification:

• Driver's License (Required)

Ability to Relocate:

• Peoria, IL 61605: Relocate before starting work (Required)

Work Location: In person