POSITION TITLE: Contract/Maintenance Administrator
DATE APPROVED: 06/01/2021
POSITION REPORTS TO: Deputy Director
POSITIONS SUPERVISED: 1
Responsible to administer, advise, manage/coordinate and oversee the Fort Walton Beach Housing Authority (FWBHA) contract and procurement requirements which includes developing and revising procurement policies and procedures covering construction services, administrative services, material delivery, etc., This professional is responsible for monitoring the contractor's adherence to the verbal/contractual specification through oversight.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
- Facilitates the preparation and administration of all procurement documents, including, but not limited to, Requests for Proposals, Invitation for Bids, Requests for Quotations, Indefinite Quantity Contracts and/or any procurement processes.
- Reviews all contracts for both form and content based on RFP/RFQ/IFB/IQC procurement processes; negotiates contracts and assures the Authority's interests are established and protected.
- Reviews bids and proposals to ensure they meet company policy and customer solicitation requirements.
- Analyze contracts to ensure they comply with state and federal laws and regulations.
- Maintains and manages W-9's, business licenses, certificates of General Liability and Worker's Compensation insurance for contractors performing work on FWBHA property.
- Develops proactive plans to ensure contract activities achieve desired objectives and timetables.
- Works cooperatively with FWBHA, HUD, vendors/contractors, relevant community entities, etc., to foster a positive perception of the Agency.
- Monitors adherence to quality control and safety compliance (OSHA) for all contractors doing business with FWBHA.
- Monitors adherence to contractor's schedule and overall progress of the project (if applicable).
- Facilitates the conduct of procurement-related meetings, including, but not limited to, pre-submission conferences, proposal debriefings, etc.
- Provides training and communicates FWBHA and HUD procurement policy directives to agency staff; ensures that all federal, state, and agency policies and procedures pertaining to procurement are adequately explained, interpreted, and followed by Authority personnel.
- Maintains an awareness of regulatory changes and their impact on the procurement process.
- Manages the preparation and revision of the Authority's procurement policy manual in accordance with HUD regulations, and federal and state statutes; develops and implements procedures to assure strict compliance with policies.
- Maintains the integrity of contract file documentation and ensures information is properly stored on the FWBHA shared network drive.
- Prepares detailed monthly, quarterly and/or annual reports on FWBHA contracting/procurement activities, including emergency contracts/purchase; provides an analysis and recommends adjustments to the deputy director.
- Revises/Monitors contract log to ensure prompt renewals of blanket purchase orders, contracts, etc., are completed in a timely manner.
- Ensures all warranties are properly submitted and filed.
- Maintains correspondence with vendors concerning notice of default and request to cure as well as any other pertinent documentation concerning the procurement process.
- Reviews contract terms and deliverables and ensures compliance with contract deliverable requirements which may involve frequent visits to the job site.
- Reviews and approves invoices for submission to Finance twice a month.
- Oversees the activities of the Maintenance Department as it pertains to the procurement process to include but not limited to for purchases, inventory, and work order processing,
- Performs and assumes other duties as assigned.
- Knowledge of common business practice relating to the purchase, pricing, term, shipment, taxes, and payment for commodities and services.
- Knowledge of principles and practices of budgeting and budget administration.
- Knowledge of procurement methods and terminology; and departmental policies and procedures.
- Ability to work with computerized systems and to master the use and application of MHA's automated inventory and purchasing system.
- Ability to comprehend and follow all applicable policies, rules, regulations, and statues governing the procurement and purchasing practices in public housing authorities.
- Performs well while under pressure.
- Ability to maintain adequate records and prepare clear and concise narrative and statistical reports.
- Ability to establish short and long-term goals and monitor progress to completion.
- Ability to work non-regular hours.
- Meets the Agency's planned growth and development objectives as outlined in 5-Year Plan.
- Ensure compliance with Section 3, the Davis-Bacon Act, and the Americans with Disabilities Act, OSHA, and all other applicable regulations.
- Scores 90-100 on HUD PHAS rating for assigned areas.
ACCOUNTABILITY: Holds self, and others if applicable, accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and accepts responsibility for mistakes. Complies with established control systems and rules.
DECISION MAKING: Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals, causes change. Exercises significant discretion and independent judgment in departmental responsibilities. Interprets specific policies, regulations, laws, and theories, and makes recommendations to senior management of action to be taken.
INTERPERSONAL SKILLS: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
COMMUNICATION SKILLS: Expresses information to individuals or groups effectively, taking into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others, attends to nonverbal clues, and responds appropriately. Writes in a clear, concise, organized, and convincing manner for the intended audience.
PLANNING AND EVALUATING: Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
PROBLEM SOLVING: Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations. Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.
STRATEGIC THINKING: Formulates objectives and priorities, implements plans consistent with the long-term interests of the agency in a local, state, regional, and national environment. Capitalizes on opportunities and manages risks.
EDUCATION/EXPERIENCE: (1) Bachelor's degree from an accredited college of university. Additional education or training in HUD-related programs such as Capital Fund Program, Section 3, labor standards is preferred.
REQUIRED KNOWLEDGE: Through knowledge of HUD Handbook 7460.8 REV 2, Code of Federal Regulations, HUD's on-line Real Estate Assessment Center (REAC) to include, but not limited to: eLOCCS, FDS, VMS, Two-Year Tool, IMS/PIC, EIV, EPIC, SPEARS, Housing Software, excellent knowledge of and use of Microsoft Word, Outlook, and Excel spreadsheets, formulas, and cells, principals of real estate management and development, affiliated non- profits, and related activities LIHTC and RAD is preferred.
- Strong interpersonal skills.
- Excellent written and verbal communication abilities.
- Ability to comprehend and execute complex governmental regulations. Solid planning, organizational, and analytical abilities.
- Ability to perform effectively with constant interruption and while continuing to meet deadlines.
- Ability to effectively write letter, reports, procedures, maintain documentation and complete forms.
- Ability to negotiate and resolve conflict.
- Self-starter with the ability to carry out complex assignments with minimum guidance/direction.
PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
FINGER DEXTERITY: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
TALKING: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
AVERAGE HEARING: Able to hear average or normal conversations and receive ordinary information.
AVERAGE VISUAL ABILITIES: Average, ordinary visual acuity necessary to prepare or inspect documents or products, or operate machinery.
PHYSICAL STRENGTH: Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting (25 lbs. or less) to obtain files and records, and eyestrain from working with computers and other office equipment.
NONE: No hazardous or significantly unpleasant conditions. (Such as in a typical office.) Work involves the normal risks or discomforts, associated with an office environment, and is usually in an area that is adequately heated, lighted, and ventilated. From time to time, it involves visits to outdoor developments, sites, dwellings or facilities, inspections of structures and/or confrontations with residents, employees, and contractor personnel. Work is primarily with use of computer, reading and preparing documents, and meeting deadlines.
MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
REASONING ABILITY: Highly Complex - Ability to apply logical or scientific thinking to a wide range of intellectual and practical problems. Able to deal with very difficult concepts and complex variables. Ability to analyze data and prepare assessments.
MATHEMATICS ABILITY: Simple Algebra - Ability to compute discount, interest, profit, and loss; commission markup and selling price; and ratio, proportion, and percentage. Able to perform very simple algebra.
LANGUAGE ABILITY: Highly Complex - Ability to read and interpret regulations, abstracts, financial reports, and legal documents. Ability to prepare documents, budgets, assessments, reports, recommendations. Ability to prepare and make comprehensive presentations, participate in formal debate, communicate extemporaneously, and communicate professionally before the Board of Commissioners, HUD, auditors, bankers, and other entities.
INTENT AND FUNCTION OF JOB DESCRIPTIONS
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. FWBHA maintains its status as an at-will employer. FWBHA reserves the right to change this job description as needed. Employees can be terminated for any reason not prohibited by law.