Procurement Analyst

Housing Authority of the Birmingham District•Birmingham, AL

35d

About The Position

The primary purpose of this position is to provide support for a variety of procurement activities, including the coordination of procurement schedules, drafting and/or reviewing contract language, and monitoring contact and legislative compliance. The incumbent is responsible for submitting Requests for Proposal (RFPs), Requests for Qualifications (RFQs), and Invitation for Bid (IFBs). The incumbent is also responsible for overseeing the compliance of all departmental procurement requests as they should correspond with federal, state, and local laws and regulations. All activities must support The Housing Authority of the Birmingham District's ("HABD") mission, strategic goals, and objectives.

Requirements

Bachelor's Degree in Business Administration or related field and a minimum of four (4) years of experience in procurement administration and compliance. An equivalent combination of education and experience may be considered.
Some positions require regular driving for business purposes. The incumbent may be required to possess a valid driver's license and may require the ability to be insurable under the HABD's automobile insurance plan at the standard rate.
To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Knowledge of the general operations and procedures of CH departments, properties, and HUD housing programs.
Knowledge of HUD, federal, state, and local laws and regulations, and CH policies and procedures related to the position.
Thorough knowledge of the procurement processes.
Considerable knowledge of contractual terms and conditions.
Ability to understand and effectively express oral and written instructions.
Extensive knowledge of contracting and procurement procedures, types, and methods, including formal advertising, negotiation, fixed-price and cost contracts, use of special provisions and incentives, and unique regulatory requirements pertinent to diverse procurements.
Ability to understand, act on, and interpret policies; and implement regulations and procedures set forth by the Housing CH and/or HUD.
Strong skills in fact-finding and analysis, report writing, and presentation development.

Responsibilities

Provides technical support to the Procurement Manager in coordinating the procurement of materials, supplies, equipment, and contractual services per established procedures and requirements.
Develops and maintains standardized RFPs, RFQs, and IFB templates with appropriate terminology as advised by legal counsel; prepares specifications, solicitations, and requests for qualifications/proposals.
Coordinates tasks with Procurement Specialist.
Obtains and reviews competitive bids, quotes, and proposals from vendors and contractors; evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities; assists with negotiating and administering contracts with chosen vendors.
Evaluates and monitors contract performance to comply with contractual obligations; assists in clarifying contract requirements and resolving any conflicts.
Prepares confidential procurement-related reports, procurement contracts, contract amendments, memorandums, agendas, and letters; prepares routine correspondence and other documentation and maintains procurement and contract files and/or database in accordance with departmental procedures.
Monitors and maintains statistical, financial, or narrative information regarding procurement and contracts using the HABD’s computer programs, tracking data accurately.
Receives and responds to inquiries of contractors, staff members, and the general public in a professional and timely manner; provides general contract management assistance as needed; serves as liaison to vendors, suppliers, contractors, and others.
Attends bid openings and other departmental meetings; accurately transcribes meeting minutes, and tabulates bids.
Prepares orders for the HABD-wide acquisition of vehicles, equipment, or supplies.
Maintains records on fixed assets for insurance and accounting purposes.
Performs other related duties as assigned.