Salary: $77,364.00 - $120,016.00 Annually
To supervise and direct the work of the Agency's Bidding and Procurement Unit functions; to coordinate with the design and construction teams and other functional units; and to provide excellent customer service. The position has also primary responsibility for managing the Agency's contract database including the tracking and communication of supplier performance and contract compliance. The incumbent will ensure that all of the Agency's contracts and other related agreements comply with federal, state, city, local, Agency and other laws, regulations, rules, directives and procedures.
Education & Experience
Bachelor's degree in business, finance, or related fields is preferred in addition to 4 years related experience; Certified Public Purchasing Officer (CPPO) highly desirable.
Job Duties & Responsibilities
Staff Supervision Model supervisory strategies and approaches that demonstrate the Agency Cultural Objectives in all aspects of staff communication and supervision, when supervising directly or when coaching a staff member to whom you have delegated supervisory responsibility.
Supervisory duties include the responsibility to:
• Provide new employee orientation and training
• Ensure that assigned staff has appropriate equipment and knowledge of procedures for implementing the work objectives
• Monitor assignments and maintain the level of productivity in the unit or department
• Assure quality of service to the internal and/or external customer base
• Establish performance objectives and provide ongoing feedback
• Write and conduct performance reviews that communicate both honest assessment and clear goals and objectives
• Conduct staff meetings, resolve staff issues and build team relationships
• Communicate management's position, Agency information and work changes to employees
• Comply with Agency policies and practices when acting on or reviewing personnel-related issues including, but not limited to: staff selection, salary offers, time off and overtime requests, employee complaints and concerns and termination
• Works closely with Director of Administration in the development and implementation of the department's goals and objectives, policies and procedures, including procedures for maintenance of contract service files and records; presents innovative methods for providing efficient and timely procurement services;
• Assists in the preparation and administration of the department's annual budget.
• Confers with other Housing Authority staff to determine procurement needs, and areas of standardization; coordinates services with other Agency departments
• Assists Director of Administration in recommending and establishing procurement documents, processes and procedures; resolves difficult and/or controversial purchasing problems; and recommends and implements improvements to purchasing procedures and policies.
• Assists Director of Administration in developing procurement procedure manuals and process guides and training Housing Authority staff in procurement procedures.
• Maintain, update, and interpret SHRA's procurement policies and procedures; When required, consult with HUD and other federal agencies regarding interpretation of procurement regulations.
• Establishes procedures to review and evaluate requisitions for supplies, materials, equipment, and services to completeness
• Assisting and advising Housing Authority staff relating to buying standards, commodity supply sources and procurement timeliness.
• Prepares a variety of reports related to Procurement and Contract responsibilities including the HUD Minority /Women Business Enterprise (M/WBE) Section 3 Annual Reports • Develop standardized solicitation and bidding documents and procedures to ensure a transparent, open, and fair selection process
• Solicitations may take a variety of forms depending on the nature and size of the procurement and include, but are not limited to the following:
Request for Quotations, Invitation to Bid, Request for Proposals, Request for Qualifications, Informal Solicitation, etc.
• Direct Procurement staff efforts to identify, utilize, and maintain multiple sources of suppliers and contractors.
• Develop streamlined, creative methods for obtaining goods and services including the use of blanket contracts for goods and supplies, and the use of cooperative intergovernmental agreements utilizing the selection processes and pricing established by other government agencies (State, City and County only)
• Review and approve justifications for sole source or emergency procurements.
• Direct the maintenance and management of contract and purchase order files, ensuring proper archiving of necessary records;
• Coordinate public records requests of contracting and procurement documents.
• Within the constraints of applicable laws, develop and implement programs and mechanisms to encourage the utilization of minority and women owned businesses (M/WBEs), small businesses and HUD Section 3 businesses.
• Represent SHRA at local purchasing and minority expos.
• Work with professional associations to identify M/WBE's and small businesses interested in doing business with SHRA.
• Provide training in government contracting procedures and laws to assist M/WBE's and small businesses in competing for work in the public sector.
• Manage the monitoring and enforcement of prevailing wages paid to construction workers on SHRA projects, ensuring that Procurement staff conduct sufficient field interviews of workers, review contractor and subcontractor payrolls in a timely manner and consistent with federal laws and regulations, and that investigations for potential fraud and underpayments are conducted fairly and accurately.
• Coordinate prevailing wage information requests between HUD and SHRA
• Coordinate investigations with applicable agencies including, but not limited to, HUD, the U.S. Department of Labor, and California Department of Industrial Relations (DIR)
• Ensure that monitoring and enforcement efforts meet audit standards for compliance. Direct the preparation of, and approve, the Semi-Annual Labor Standards Enforcement report to HUD
• Manage contracting and purchasing functions to ensure compliance with applicable laws and regulations in a manner that will ensure satisfactory audits;
• Ensure sufficient internal controls are in place to prevent abuse and potential fraud.
• Serve as the primary contact for the agency on issues related to contracting and purchasing in interacting with auditors from HUD's Local Office of Public Housing, HUD's Inspector General and HUD's Labor Relations Office
• Develop agency response to related audit findings and comments; negotiate with auditors on findings and comments as appropriate.
• Works with agency staff to develop solicitations (Request for Proposals, Requests for Quotations, Invitations to Bid);
• Communicates and acts as a liaison between vendors and department users to develop compromises and resolve contractual problems or complaints
• Manage the Agency's portfolio of contracts by providing leadership for the contracts administration, compliance and database function
• Manage contracts to ensure cost, service and quality requirements are met
• Organize, maintain and electronically track all contracts and related documents
• Oversee contracts from the assignment of a contract number through the completion of the contract, including the proper execution of the contract
• Working closely with the Director of Administration, assists in writing, reviewing, Housing Authority contracts, including adherence to contract terms, procurement documents, and forms for completeness and compliance with Housing Authority policies and procedures;
• Follows-up with insurance requirements and bonds; maintains contact with vendors; keeps informed of market conditions, trends, HUD, State and Federal Procurement and Contracting policies and ensures compliance with the agency's procurement policy.
• Makes changes as needed to policy to proactively conform with state and/or federal changes.
• In collaboration with General Counsel, interpret and disseminate state, federal, and local regulations.
• Update and maintain documentation on compliance with federal or state regulations
• Act as the liaison with other government agencies regarding contract issues to ensure consistent receipt and dissemination of information.
• Review pending legislation for impact on Agency projects and / or contracting practices. • Coordinate, hear, and resolve complaints, claims, and protests related to contract and other agreements.
• Ensure that staffs are following Agency procurement procedures in the award of contracts.