Procurement OfficerHigh Point Housing Authority
The purpose of the Procurement Officer position is to oversee all purchases and contracts related to High Point Housing Authority (“HPHA” or “Agency”) projects. The Procurement Officer plans, organizes and coordinates all contract and procurement functions and activities to fulfill the requirements of the HPHA. This position supervises the Purchasing Agent.
All activities must support the Agency’s strategic goals and objectives and produce results that accomplish the goals and functions of the Finance Department.
Essential Duties and Responsibilities
The statements below are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
- Plans, implements, directs and manages functions and resources of the department to achieve the strategic objectives of the department and the agency in an efficient and effective manner.
- Prepares, coordinates and administers contracts for the Authority.
- Develops strategic partnerships and contracts with community representatives, external agencies, and other organizations to develop a sense of relevant issues with special attention to emerging e-procurement systems.
- Maintains a comprehensive tracking system of Requests for Proposals (“RFPs”), contracts and projects (Contract Register).
- Ensures that department operations conform with local, state and federal governmental regulations, worker safety and applicable rules and requirements, with special attention to maintaining current procurement policies and procedures to reflect internal and external changes.
- Analyzes price and cost information relating to contracts.
- Prepares modifications (change orders) and extensions to existing contracts as needed.
- Interacts with Agency employees and contractors in coordinating the completion of projects; presents to the Agency and advises on project progress.
- Directs, approves and provides advice in the evaluation and award of competitive solicitations.
- Incorporates federal, state and local procurement policies and procedures into all contracts.
- Resolves purchasing, contracting and vendor claims, controversies and disputes.
- Conducts bid openings and prepares bid tabulations for the bid evaluation and selection process.
- Attends meetings, seminars and trainings, makes decisions, and provides department leadership.
- Arranges and conducts pre-bid conference and meetings.
- Implements the department vision and leads the department for maximum employee productivity and morale.
- Writes and reviews complex bid specifications for materials, equipment and services. Prepares and submits advertisements for the same.
- Prepares and submits reports to management and to the Department of Housing and Urban Development (“HUD”) on Minority or Women’s Business Enterprise (MWBE) and Section 3 information.
- Approves invoices for payment and submits to Accounts Payable for payment.
- Reviews insurance certificates for appropriate compliance.
- Prepares and presents agenda items to the Board of Commissioners, including contract award recommendations.
- Acts as Administrator for the agency’s Key Pad Alarm Systems
- Performs other duties as assigned.
To perform the job successfully, an individual should demonstrate the following competencies:
Leadership: Provides direction by clearly and effectively setting course of action for department and subordinates; and manages performance by providing regular feedback and reinforcement to subordinates.
Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them; strives for optimal results and success; conveys an appropriate sense of urgency and brings issues to closure; and persists despite any obstacles and/or opposition.
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; and recognizes working colleagues as customers.
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; and listens effectively.
Analytical Skills: Synthesizes complex or diverse information; collects and researches data; and uses knowledge and experience to complement data.
Quality: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the job competencies.
- Knowledge of the methods, procedures and policies of the HPHA as they pertain to the performance of the essential duties of the Procurement Officer.
- Knowledge of principles and practices of purchasing supplies, materials, and equipment for the Agency.
- Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position.
- Knowledge of the organization of the department, and of related departments and agencies.
- Understanding of any occupational hazards and adherence to any safety precautions inherent in performing the essential functions of the work.
- Knowledge of terminology and related professional languages used within the department as such pertains to work responsibilities.
- Knows how to maintain cooperative and effective relationships with intra and interdepartmental personnel, as well as any external entities with whom the position interacts.
- Proven application of the principles of supervision, training, motivation, and performance evaluation.
Education and/or Experience
Bachelor's degree in business administration, or related field. Five (5) years of procurement experience in public housing or other government agency. Two (2) years of previous management experience. An equivalent combination of education and experience may be considered. Supervisory experience required.
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of supervisors, clients, customers, and the general public.
Proficient in advanced mathematical concepts such as the ability to calculate decimals and percentages; ability to perform mathematical operations with fractions; ability to compute discount, interest, profit and loss, ratio and proportion; ability to calculate surface areas, volumes, weights and measures.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to exercise sound independent judgment within established guidelines, and where guidelines are absent, innovates in a responsible manner.
To perform this job successfully, an individual should have strong computer skills (Microsoft Office, Outlook, spreadsheet programs, accounting software, inventory software, human resources information systems, financial software, and the Internet). Must be able to learn other computer programs as required by assigned tasks.
Certificates, Licenses, Registrations
Certified Procurement Management (CPM) designation preferred. Possession of a valid, North Carolina driver’s license and the ability to be insurable under the Agency’s automobile insurance plan at the standard rate.
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 with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to maintain a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; repetitive keyboarding; reaching and grasping; moving about the office; and attending onsite and offsite meetings. On occasion, the employee may work around heavy machinery. The employee must be able to exchange information in person, in writing, and via e-mail and telephone. The employee must occasionally transport weight up to 50 to 100 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position generally works in a standard, climate-controlled, office environment. The noise level in the work environment is usually moderate, although the position may be exposed to occasional loud noises. There are occasions when the position is required to visit outside storage areas and/or attend off-site meetings.