Procurement and Contracts Manager
Everett, Washington - Full Time

Salary Range: $5,892-$7,367 per month, DOE

This position will be Open Until Filled with priority given to those applications received by Monday, March 15, 2021 at 5:00 PM.

Everett Housing Authority Mission Statement: The Everett Housing Authority creates affordable housing, fosters healthy communities where households thrive, and replaces systemic racism with equity for all.

 

SCOPE OF WORK:

Under the direction of the Director of Finance, manage functions of the Procurement group, including administration of contracts and procurement issues with significant financial and operational impacts for the agency. Provide strategic procurement advice, innovative solutions, and technical expertise.  Manage competitive solicitations; develop, negotiate, and administer contracts and purchasing agreements; manage the credit and gas card programs; develop and recommend procurement policies and procedures for the agency in compliance with federal and state statutes and regulations.  Manage  all records related to procurement activity and contracts for the agency. Oversee procurement for all departments in the agency, oversee management of tracking and safekeeping of small and attractive assets, inventory, and inventory best practices.  Responsible for preparation and filing of reports for these functions.  Consult with federal and state agencies regarding interpretation of applicable regulations; coordinate with and respond to auditors; conduct dispute resolution hearings on claims, protests, and appeals; conduct agency-wide training for staff regarding procurement procedures; negotiate inter-local agreements for procurement and contracting; manage the information technology needs of the division; supervise and evaluate the performance of assigned staff; manage the enforcement of prevailing wages paid to construction workers; encourage the utilization of women and minority owned businesses and complete other duties related to procurement and contracts.  Supervise agency inventory and procurement staff.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

The following duties are illustrative only (i.e. not all inclusive)

Required Workplace Standards:

  1. Works regular and reliable hours on site as required;
  2. Attendance must be punctual and consistent;
  3. Works an agreed-upon schedule and works additional hours as necessary to complete work;
  4. Works effectively, cooperatively and respectfully with co-workers, clients, and other contacts;
  5. Follows all EHA Safety Policies and Procedures;
  6. Follows all EHA Personnel Policies and Procedures;
  7. Performs other duties as assigned.

Essential Functions:

  1. Strategic Procurement Management: Provide strategic advice, innovative solutions, technical expertise, reporting, and direction to ensure that all of the agency’s procurement needs, including procurement of inventory, are met efficiently and in compliance with applicable federal and state statutes and regulations in ways that provides the best value to the agency while considering social equity objectives such as job creation and procurement diversity.  Provide agency-wide expertise and oversight of contract and procurement policies and procedures to a wide variety of legal entities created by EHA or in which EHA participates. 
  2. Competitive Solicitations: Develop standardized solicitation and bidding documents and procedures to ensure a transparent, open, and fair selection process, and ensure that, in addition to obtaining goods and services at competitive prices through responsive bids and proposals, social equity and other strategic policy objectives are met.
  3. Contracting: Develop standardized contracts and purchase orders for EHA procurement needs that comply with applicable federal and state statutes and regulations and protect EHA’s interests for all EHA departments.  Ensure that contracts contain clear language regarding the scope of the work to be performed, the basis for payments to be made, and the time of performance. Manage the administration of all contracts and purchase orders, including appropriate and sufficient documentation. Manage the contract payments process to ensure accuracy and fiscal responsibility. Work closely with Accounting, Development, and other staff to ensure that costs are categorized and tracked appropriately to support reporting, auditing, and cost certification needs.  Work with Finance department regarding insurance renewals.  Oversee and monitor insurance claims and related construction and repair work.  Initiate contracts for property, liability, and other insurance related to new acquisitions, construction, and development.
  4. Program Compliance and Reporting: Ensure that functions of the Procurement team are compliant with all rules and regulations of all local, state, and federal programs, including but not limited to the Public Housing Capital Fund or successor programs. Ensure that procurement and contract activity are compliant with EHA policies and procedures.   Ensure that all required reporting is completed accurately and timely. 
  1. Delegated Procurement Authority: Oversee the administration of the credit card, gas card, and similar programs and ensure compliance with agency policies relating to them. 
  1. Negotiations and Disputes: Negotiate contract terms and provisions with contractors and their attorneys, including many large national businesses to ensure that EHA’s interests are sufficiently protected. Mediate contractual disputes. Conduct hearings with contractors and make decisions and recommendations on bidding and proposal protests and appeals.
  1. Procurement Policies and Procedures: Under the direction of the Director of Finance, prepare procurement policy amendments for adoption by the Board of Commissioners. Maintain, update, and interpret EHA’s procurement policies and procedures; when required, consult with HUD and other federal and state agencies regarding interpretation of procurement regulations. Communicate and coordinate with other departments to ensure that policies are understood and followed and that deadlines are met.
  1. Asset Management Plan: In coordination with the Development Director, Housing Operations Director and Finance Director, participate in development of and updates to Asset Management Plans, annual asset management budgeting in cooperation with agency and property operating budget development, and procure contractors to implement the property-based plans. Recommend changes to plans based on needs, available resources, and potential recapitalization opportunities.  Supervise staff who manage small and attractive agency assets and agency inventory functions.
  1. Social Equity Programs: Within the constraints of applicable laws, develop and implement programs and mechanisms to encourage the utilization of women and minority owned businesses (WMBEs), small businesses, socially and economically disadvantaged businesses, and HUD Section 3 businesses. Prepare all required reports for these programs and serve as the agency point of contact with HUD.
  1. Prevailing Wages: Manage the monitoring and enforcement of prevailing wages paid to construction workers on EHA projects and projects in which EHA partners, ensuring that Procurement staff conduct sufficient field interviews of workers, review contractor and subcontractor payrolls in a timely manner consistent with federal and state laws and regulations, and that investigations for potential fraud and underpayments are conducted fairly and accurately. Coordinate prevailing wage information requests and reporting between HUD and EHA. Ensure that monitoring and enforcement efforts meet audit standards for compliance. Direct the preparation of, and approve, the semi-annual report to HUD on prevailing wage underpayments and restitution.
  2. Supervisory Responsibilities: Supervise and evaluate the performance of Procurement team staff; Recruit, interview and make recommendations for selection of employees, whether as new hires, transfers, or reassignments. Make recommendations for discipline and termination of employees; plan, coordinate, and arrange for appropriate formal and on-the-job training of staff.
  1. Audits: 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, HUD’s Labor Relations Office, the Washington State Auditor, and other auditors as needed. With assistance from the Finance Department, develop agency response to related audit findings and comments; negotiate with auditors on findings and comments as appropriate.
  1. Records Management: With advice from Records Retention staff, maintain and manage contract and purchase order files, ensuring proper archiving of necessary records; assist with responses to public disclosure requests of contracting and purchasing documents. 
  1. Communications: Professionally communicate with other administrators, personnel, and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information. 
  1. Budget and Finance: Analyze and review budgetary and financial data in cooperation with Finance Department staff; control and authorize expenditures in accordance with established limitations. Prepare and submit accounting entries and financial reports as needed for construction, capital fund and other projects.
  1. Meetings: Attend and conduct a variety of meetings as assigned.
  1. Other Duties: Perform related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL FUNCTIONS

REQUIRED EDUCATION AND EXPERIENCE:

EDUCATION: Bachelor's degree in Business Administration or a field related to the position required; Master's degree and/or additional professional training preferred.

EXPERIENCE: six to ten years of increasingly responsible experience in contracting and purchasing administration, preferably in the public sector plus a minimum of two years’ experience in supervision.

REQUIRED KNOWLEDGE OF/SKILL IN:

REQUIRED KNOWLEDGE:

  1. Government procurement and contracting policies, procedures, contract and change order language, statutes  and regulations.
  2. Mediation, negotiation, dispute resolution, appeals and protests, and claims processes and procedures.
  3. Contract administration and payment practices for construction, consulting, all types of services (including, but not limited to, high-tech, social services, security, etc.), and buying of goods, supplies, materials, and equipment.
  4. Federal and Washington state requirements governing construction contracts and administration by public agencies, including, but not limited to, factors related to bid responsiveness and bidder responsibility.
  5. Evaluation of quality and cost of materials and services.
  6. Budget preparation, management, and control.
  7. Ability to prepare certain accounting entries with guidance of finance staff.
  8. Verbal and written communication skills.
  9. Principles and practices of administration, management, supervision, and training.
  10. Applicable laws, codes, regulations, policies, and procedures.
  11. Interpersonal skills using tact, patience, and courtesy.
  12. Operation of a computer and assigned software including an automated purchasing software system, Word, Access, Excel, and PowerPoint.
  13. Development and maintenance of electronic databases and spreadsheets for tracking contracting activity.
  14. Insurance, indemnification, and risk management practices, procedures, and terminology.
  15. Ethical standards relating to public procurement and contracting.
  16. Audit standards employed by federal and state auditors in the review of procurements and contracts.

REQUIRED ABILITY TO:

  1. Manage functions of the Procurement team including procurement and issuance of RFPs, ITBs and RFQs.
  2. Interpret complex federal and state procurement regulations, harmonize where necessary, and consult and negotiate with appropriate HUD and state officials regarding proper application of the regulations.
  3. Plan and conduct agency-wide training regarding procurement procedures.
  4. Negotiate inter-local agreements for collective buying with other government entities.
  5. Negotiate contracts and contractual disputes, appeals, protests, and claims.
  6. Supervise and evaluate the performance of assigned personnel.
  7. Communicate effectively both verbally and in writing.
  8. Interpret, apply, and explain rules, regulations, policies, and procedures.
  9. Establish and maintain cooperative and effective working relationships with others.
  10. Operate a computer and assigned office equipment.
  11. Analyze situations accurately and adopt an effective course of action.
  12. Work independently with little direction.
  13. Plan and organize work.
  14. Direct the maintenance of a variety of reports and files related to assigned activities.

PHYSICAL REQUIREMENTS TO PERFORM REQUIRED FUNCTIONS:

CONSTANT (67% - 100%):

Sit for extended periods of time
Manual dexterity (Left, Right, Both)
Listening and talking
Repetitive arm/hand movement (LRB)
Pushing and pulling 5lbs (LRB)
Lifting and carrying 5lbs (LRB)
Fine Finger manipulation (LRB)

FREQUENT (34% - 66%):

Walking and standing (LRB)
Climbing Stairs
Turning and twisting wrist (LRB)
Lifting and carrying 15lbs (LRB)
Pushing and Pulling 15lbs (LRB)
Bending and stooping
Reaching and Grasping (LRB)

OCCASIONAL (1% - 33%):
Kneeling and squatting
Pushing and pulling 20lbs (LRB)
Lifting and carrying 20lbs (LRB)
Reaching above shoulders (LRB)

REQUIRED PROFICIENCY IN USE OF:

10 Key Calculator, Desk Computer, Copy Machines, Fax Machine, File Cabinets, Writing Instruments,Telephone and Cell Phone, Motor Vehicle, Printer, Manual Stapler, MS Word, MS Excel, MS Outlook, File Folders, Scanner, MS PowerPoint, Laptop Computer. 

LICENSES AND OTHER REQUIREMENTS:

  • Valid Washington driver's license with insurable driving record.
  • Fair Housing Certification or ability to obtain one within 90 days.

ADDITIONAL (DESIRABLE) QUALIFICATIONS:

  • Experience in construction estimating, project management or construction purchasing.
  • Ability to read construction plans and specifications
  • Knowledge of general accounting principles to include government budget processes and employee payroll
  • Prior government work experience
  • Housing Authority experience
  • Experience working with construction or building contractors

The Everett Housing Authority is a progressive agency pursuing its mission with great passion and a high level of professionalism and competence. EHA seeks passionate and optimistic individuals to join our team of highly engaged and satisfied employees committed to assisting those for whom stable and affordable housing is a challenge. EHA’s work has been recognized nationally with awards from NAHRO and Nan McKay. Most recently, EHA received NAHRO’s National Awards of Merit for a fully accessible community garden open to public housing residents and members of the surrounding community and for highly creative financing to convert 333 public housing units to project-based Housing Choice Vouchers and improve these properties with over $20 million in renovations. In addition, EHA received a NAHRO’s National Award of Excellence for a new 20-unit development serving survivors of domestic violence.

Members of our team are rewarded with meaningful work, competitive compensation, employee-friendly policies, a team environment, great benefits, and promotion and bonus opportunities. Please consider joining our team in pursuit of the exciting challenge of meeting the affordable housing needs of Everett and Snohomish County.