Contract Specialist II

Job Description

Job Description

CONTRACT SPECIALIST II

SALARY : $ 4,366.92 - $ 4,823.33 / Biweekly

$ 113,539.92 - $ 125,406.58 / Annually

Depending on Experience)

CLOSING DATE AND TIME : Wednesday, October 16th, 2024 by 8 : 59 PM PST

DEFINITION

Under the general direction of the Oakland Housing Authority (OHA) Director of Procurement, a Contract Specialist (CS) will take the lead and be responsible for managing procurements for assigned Client Departments.

Contract Specialist II will be responsible for understanding, managing, and developing solutions that address the technical, analytical, and administration elements of complex procurements, solicitations, contract negotiations, and awards related to the procurement of professional services, services in the trades, products, equipment, supplies, and in some case, complex construction, and modernization projects.

Contract Specialist II This is the journey level class within the Contract Specialist series. This class can perform at journey level and is knowledgeable of operating procedures.

Required four years of highly responsible experience involving procurement, with an emphasis on the preparation, evaluation, and administration of contracts.

ESSENTIAL FUNCTIONS

• Spearheads and takes full responsibility for their assigned Client Departments procurement needs, by assisting them to organize, prioritize, implement, and realize needed, authorized, procurement activities; and
• Provides guidance and informs their assigned Client Departments regarding contracting approaches, methods, options, best practices, industry standards, the vendor pool, small and disadvantaged business, and choices at each step in the procurement process; and
• Serves as a consultant to senior and middle management staff in the interpretation of contracts and contracting policies, and procedures; and
• Prepares and issues solicitation packages for the purchase of goods and services, ensuring compliance with the Authority policies and procedures, and with established guidelines, rules, and regulations of the Department of Housing and Urban Development (HUD); and
• Prepares Board submittal packages and recommendations; and
• Makes Award Recommendations; and
• Monitors contractor performance and closes out files upon completion of contracts; and
• Assist and / or resolves contract related protests or disputes and claims; and
• Maintains accurate and current contract and relevant correspondence file system both in hardcopy and electronically and advises staff in advance of expiring contracts; and
• Prepares timely weekly reports and other correspondence related to contract and procurement activity, including expirations, disputes, resolutions, and any other concerns expressed by internal or external customers; and
• Maintains a high degree of confidentiality relative to work performed.
• Responsible for Contract Administration functions from Contract Award through Contract Close-out; and
• Coordinates and facilitates the activities of contract management including meetings with vendors on all contract administration related matters; and
• Ensures contracts are compliant with rules, regulations, policies, and procedures; and
• Leads and / or guides staff in the procurement process and best practices.
• Develops the Vendor Outreach Plan, compliance review of solicitation and checklist items; and
• Facilitates Pre-proposal meetings; and
• Develops Addendum Content; and
• Reviews proposals and facilitates process to assist with Evaluation Committee Discussion; and
• Reviews Conflict of Interest and Non-Disclosure Forms; and
• Negotiates Contracts; and
• Compliance Review on Procurement Packaging; and
• Conducts price analysis and assist with cost analysis preparation; and
• Attends CCGS weekly department meetings; and
• Interfaces with Client Department and Government Entities.

MARGINAL FUNCTIONS

• Execute special projects.
• Performs other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

A bachelor's degree in business or public administration or a related field, with a minor or emphasis in procurement; Four years of highly responsible experience involving procurement, with an emphasis on the preparation, evaluation, and administration of contracts.

Possession of a valid California driver's license and an insurable driving record.

Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and / or Spanish are a plus.

Equivalent combinations of education, training and experience will be considered.

KNOWLEDGE OF : Principles and practices of procurement of goods and services and construction related contracting; Legislation governing the construction contracting process.

Computer systems designed for tracking procurement activity. Knowledge of U.S. Department of Housing and Urban Development (HUD) rules and regulations as it pertains to procurement.

ABILITY TO : Research costs of various commodities, analyze and provide a recommendation from data. Forecast potential future costs for commodities;

negotiate, evaluate, and implement large contracts, including construction contracts. Work under pressure with a high degree of responsibility and accountability.

Effectively use computer-based data processing systems. Communicate effectively, both orally and in writing. Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community;

lead or supervise staff.

TO APPLY : Please complete an employment Application online at www.oakha.org. Applications must be received by Wednesday, October 16th, 2024 by 8 : 59 PM Pacific Standard Time