Public Housing Contract Specialist

*Compensation will be commensurate with qualifications and experience. *

APPLICATION PROCESS:

Applications will be accepted online at www.starkmha.org or by mail to the HR Coordinator, Stark Metropolitan Housing Authority, 400 Tuscarawas Street E, Canton, OH 44702-1131.

The Human Resources Department does not accept telephone inquiries regarding Job Postings. You will be notified by US Mail or Email.  Please note that it may take anywhere from 1 to 30 days for Human Resources (HR) to review your job application. If HR has not contacted you within 30 days, please assume the position has been filled.  Thank you.

STARK METROPOLITAN HOUSING AUTHORITY

Job Title:              Public Housing Contract Specialist

Reports to:         Chief Operating Officer

Department:      Operations

Date:                     February 21, 2023

FLSA Status:       Salary/Non-Bargaining

General Purpose:

The purpose of the Procurement and Contracting Specialist is to prepare, organize, and coordinate all contract and procurement functions and activities to fulfill the requirements of SMHA. Ensures the agency abides by ethical and legal requirements including HUD, State, and Local procurement requirements.  All activities must support SMHA’s mission, strategic goals, and objectives.

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed in this position.  This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

JOB DUTIES in order of importance

1. Under the direction of the Maintenance Director reviews all public housing contracts and change orders before submitting them to management; maintains Contract Register; assists with administering terms and conditions of contracts; assists with monitoring and enforcing contractors’ payroll reports according to the Davis-Bacon Act; maintains and updates files and records relative to maintenance contracts; receives, verifies, and approves requests for contract payment; closes contract certification of completion; maintains proper compliance of 504.
2. Under the direction of the Maintenance Director assists with bid specifications according to HUD guidelines; analyzes bids and submits recommendations; assists with conducting pre-conference and pre-bid meetings. Works with maintenance staff and Asset Management staff on monitoring contract register for contract expirations, and initiating procurement procedures in advance so that applicable contracts/services are renewed before the expiration.  Ensures independent cost estimates and cost analyses are completed and documented. Also ensures post-award compliance is completed.
3. Maintains required licensures and certification, if any.
4. Ensures all contracts and change orders (IDIQ, IFB, RFP, and Professional Services, etc.) comply with Federal, state, local, and SMHA policies and procedures
5. Works with maintenance and asset management staff to conduct quality control reviews of solicitations, contracts, and Davis Bacon Act to ensure compliance with HUD procurement and Department of Labor regulations; develop and ensure compliance with an agreed upon file structure/template (paper and or electronic) for documenting all solicitations and the subsequent contract award.
6. Become a certified Procurement Specialist within six months of employment
7. Become an expert in SMHA’s procurement policy and HUD Procurement Handbook; and as assigned accurately and timely file various procurement reports to third parties.

Miscellaneous

• Devotes appropriate attention to SMHA objectives as assigned, ensuring that such goals are met or exceeded.
• Maintains files, drawings, and other documents.
• Maintains a record of acceptable attendance and punctuality as outlined in the SMHA Policy Manual.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty 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 essential functions.

Behavioral Competencies:  This position requires incumbents to exhibit the following behavioral skills:

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.

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.

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 an understanding of, the comments and questions of others; listens effectively.

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

Job Competencies The job competencies listed below are not a prerequisite to being hired for the position. Transferrable skills and the willingness and aptitude to learn demonstrated by the work and educational background of the applicant will be given as much consideration in the evaluation process as specific experience with or knowledge of the following:

Knowledge of federal, state, and local regulations, including HUD directives, regarding construction, capital funding, and Section 3 compliance; understanding of SMHA’s strategic goals and structure; knowledge of contracting and procurement procedures; accounting and financial skills; knowledge of reporting requirements related to Construction Contract Administration and Section 3; skills in multi-tasking, prioritization, and problem resolution.

Education, Experience, and Certifications:

Bachelor’s Degree in Business or Public Administration, Construction/Engineering, or a related field; or three (3) years of experience as a construction manager, procurement specialist, or compliance officer; OR any equivalent combination of education, experience, and training, which provides the required knowledge, skills, and abilities to perform the essential functions of the job.  Must be able to work beyond the normal working day.

Computer Skills:

To perform this job successfully, an individual should be competent in the usage of e-mail, the internet, Microsoft Excel, Microsoft Word, and Adobe Acrobat software. Must be able to learn other computer software programs as required by assigned tasks.

Physical Requirements:  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:

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee may occasionally be required to visit SMHA property sites to observe construction and/or maintenance activities. The employee must be able to accurately exchange information in person, in writing, and via e-mail and telephone.

Working Conditions: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job:

Office environment. Employees may rarely be exposed to outdoor weather conditions. Moderate noise level.