Procurement Specialist

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.
• Provides guidance and informs their assigned Client Departments regarding contracting approaches, methods, options, best practices, industry standards, the vendor pool, small and disadvantaged businesses, and choices at each step in the procurement process.
• Serves as a consultant to senior and middle management staff in the interpretation of contracts and contracting policies and procedures.
• Prepares and issues solicitation packages for the purchase of goods and services, ensuring compliance with the Authority's policies and procedures, and with established guidelines, rules, and regulations of the Department of Housing and Urban Development (HUD).
• Prepares Board submittal packages and recommendations; makes award recommendations.
• Monitors contractor performance and closes out files upon completion of contracts.
• Assists and / or resolves contract-related protests or disputes and claims.
• Maintains an accurate and current contract and relevant correspondence file system both in hardcopy and electronically, and advises staff in advance of expiring contracts.
• 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.
• Maintains a high degree of confidentiality relative to work performed.
• Responsible for Contract Administration functions from Contract Award through Contract Close-out.
• Coordinates and facilitates the activities of contract management, including meetings with vendors on all contract administration-related matters.
• Ensures contracts are compliant with rules, regulations, policies, and procedures.
• Leads and / or guides staff in the procurement process and best practices.
• Develops the Vendor Outreach Plan, compliance review of solicitation, and checklist items.
• Facilitates pre-proposal meetings; develops addendum content.
• Reviews proposals and facilitates the process to assist with Evaluation Committee discussion.
• Reviews Conflict of Interest and Non-Disclosure Forms; negotiates contracts.
• Conducts compliance review on procurement packaging.
• Conducts price analysis and assists with cost analysis preparation.
• Attends CCGS weekly department meetings; interfaces with Client Department and Government Entities.
• Reviews and issues change order requests, including cost analysis, and makes a recommendation to management.
• Recommends the imposition of sanctions, including termination of contracts and the assessment of liquidated damages to management.
• Logs and properly routes bid and performance bonds and updates compliance personnel on the status of bonds.
• Administers procurements for all OHA departments, including Construction and Development efforts.
• Interfaces with HUD and legal on procurement-related issues.
• Works with the Director in developing Procurement Policy and Procedure changes as needed.
• Attends all department weekly meetings with Specialist II.
• Responsible for coordinating with Specialist II the development and tracking of weekly reports.
• Provides technical assistance to Specialist II with procurement concerns, methods, and approaches.
• Works with the Client department for the development and tracking of the Annual Procurement Plan, scopes of work, specifications, and deliverables.
• Provides internal auditing of OHA procurement purchases.
• Administers and monitors (report card) OHA’s disadvantaged business plan with the Director of Procurement.
• Develops Cobblestone reporting for internal staff.
• Addresses the Client department on budget issues and concerns.
• Provides Contract Type Strategy and Contract Administration.

MARGINAL FUNCTIONS :

• Executes 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.
• Must possess or be able to acquire within 24 months of hire a professional purchasing certification such as Certified Purchasing Professional (CPP), Certified Supply Chain Professional, Certified Professional Public Buyer, Certified Public Purchasing Officer, CalPCA, and / or National Contract Management Association (NCMA).
• Two 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.