Procurement Manager
Everett, Washington - Full Time

Starting Salary Range: $5,701 - $7,127 per month DOE, plus benefits

Closing Date: 5:00 PM, Friday, January 28, 2022

Everett Housing Authority is offering a $1,000 hiring incentive at the time of hire for all external candidates.


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.

All EHA employees must be fully vaccinated against COVID-19 for the health and safety of the community we serve and our employees. Upon acceptance of an offer of employment, a prospective hire must submit a certificate of vaccination to the Human Resources Department. Individuals with a qualifying medical or religious reason may submit a request for exemption. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an accommodation.

Looking for an opportunity to work for an organization that really makes a difference in the lives of others?  Look no further. We have a great opportunity for a qualified person to become a Procurement Manager.

If you’re looking for a great benefits package we have that as well!

  • Accrue up to 22 vacation days in your first year of employment;
  • 13 paid sick leave days;
  • 12 paid scheduled Holidays plus 1 additional Floating Holiday per year;
  • Medical Insurance;
  • Dental Insurance;
  • Life Insurance;
  • Long Term Disability Insurance;
  • State Retirement Fund;
  • Flexible work schedule;
  • Employee Assistance Program;
  • Wellness Program;
  • Tuition Reimbursement.

SCOPE OF WORK:

Under the direction of the Director of Finance, manage functions of the Procurement group, including administration of procurement contracts with significant financial and operational impacts for the agency. Provide  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; consult with others to coordinate development of 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.  With oversight, 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; supervise and evaluate the performance of assigned staff; manage reporting and 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.  

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. Procurement Management: Provide advice, innovative solutions, technical expertise, reporting, and direction to ensure that 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.  Work with others to provide oversight of contract and procurement policies and procedures for EHA, our component units, and our affiliates.

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 value through responsive bids and proposals, social equity and other strategic policy objectives are met. 

3. Contracting: Oversee and 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.  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, Asset Management, and other staff to ensure that costs are categorized and tracked appropriately to support reporting, auditing, and cost certification needs.

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.

5. Delegated Procurement Authority: Oversee the administration of the credit card, gas card, vendor accounts, and similar programs and ensure compliance with agency policies relating to them.

6. Negotiations and Disputes: With assistance from legal and risk management professionals, negotiate contract terms and provisions with contractors to ensure that EHA’s interests are sufficiently protected. Engage legal assistance to mediate contractual disputes. Conduct meetings with contractors and make recommendations on bidding and proposal protests and appeals. 

7. 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.

8. Asset Management Plan: In coordination with the Director of Asset Management, Director of Finance, and others, 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.

9. 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.

10. 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 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.

11. Human Resources: Supervise and evaluate the performance of procurement team staff; recruit, interview and make recommendations for selection of employees.  Make recommendations for discipline and termination of employees; plan, coordinate, and arrange for appropriate formal and on-the-job training of staff.

12. 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.  Working with the Director of Finance, serve as a 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.

13. 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.

14. Communications: Professionally communicate with other administrators, personnel, and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information.

15. 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 procurement, inventory, construction, capital fund and other projects.

16. Meetings: Attend and conduct a variety of meetings as assigned.

17. Other Duties: Perform related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL FUNCTIONS

REQUIRED EDUCATION AND EXPERIENCE:

EDUCATION: Bachelor's degree in Business Administration preferred; ten years of highly relevant experience may substitute.

EXPERIENCE: Two to five 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, SKILLS & ABILITIES:

REQUIRED KNOWLEDGE:

1. Government procurement and contracting policies, procedures, contract and change order language, statutes  and regulations.
2. Ability to learn and become expert in 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. Contract 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 spreadsheets for tracking contracting activity. 
14. Understanding of 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, state, and agency 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, 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 ESSENTIAL FUNCTIONS

CONSTANT (67% - 100%)

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

FREQUENT (34% - 66%)

  • Walking and standing
  • Turning and twisting at waist
  • Climbing stairs
  • Bending and stooping
  • Reaching and Grasping (LRB)
  • Lifting and carrying 10# (LRB)
  • Pushing and Pulling 10# (LRB)

OCCASIONAL (1% - 33%)

  • Kneeling and squatting
  • Reaching above shoulders
  • Operating foot controls (LRB)
  • Lifting and carrying 20#
  • Pushing and pulling 20#

REQUIRED PROFICIENCY IN USE OF:

Fax Machine, Computer, Adobe Pro, Telephone and cell phone, MS Word, Copier/Printer, Overhead Projector, MS Excel, Filing systems, LED Projector, MS PowerPoint, Clipboard, Still camera (digital), Outlook, Writing Instruments, Video Camera, Manual 3-hole punch and stapler, Calculator

LICENSES AND OTHER REQUIREMENTS:

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.

The Everett Housing Authority is an Equal Opportunity Employer