Procurement & Contracts Assistant

Oakland Housing Authority•Oakland, CA

1d•$92,212 - $101,817

About The Position

Under general supervision, performs administrative and clerical duties in support of procurement, contracting, and compliance functions. Assists Contracts Specialists and other procurement or compliance staff by completing purchasing-related tasks, maintaining documentation, and relieving professional staff of routine administrative workload. Work involves processing procurement documents, maintaining records, and supporting contract administration activities that require accuracy, attention to detail, and familiarity with purchasing procedures. This classification is part of the Contract Compliance and General Services Department and functions as a support role within a team of Contracts Specialists. Assignments are primarily administrative and less complex than those performed by Contracts Specialists, who are responsible for conducting full procurement cycles, developing solicitations, and negotiating contracts. Procurement & Contracts Assistants focus on document processing, recordkeeping, and administrative coordination that facilitate the overall procurement and contracting workflow.

Requirements

Three years of experience in procurement or buyer-related experience, and an associate's degree in business administration or a related field; or A bachelor's degree in business administration or a related field, and one year of procurement or buyer-related experience.
A valid California driver’s license and the ability to maintain insurability under the Oakland Housing Authority’s vehicle insurance.
Knowledge of modern office practices and procedures, including business correspondence, filing, typing, data entry, and standard office equipment operations.
Ability to effectively use computer-based data processing systems.
Ability to perform basic mathematical procedures, including computing interest, percentages, discount, and unit prices.
Ability to communicate effectively, both orally and in writing.
Ability to establish priorities and organize time.
Ability to understand and follow instructions and procedures.
Ability to read and comprehend general and technical information.
Ability to establish and maintain effective professional working relationships with co-workers, management, partner agencies, and the community.

Nice To Haves

HUD procurement is desirable.
Experience with Yardi PayScan is desirable, or a comparable financial system.
Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese, and/or Spanish are a plus.

Responsibilities

Receives and analyzes purchase requisitions, ensuring all required procurement documentation is attached and the purchase is compliant with the Authority’s procurement policies and procedures before approving.
Assisting Contract Specialists and department staff in keeping procurement records accurate, current, and complete.
Maintaining organized procurement files, including all contracting correspondence and supporting documentation.
Proofreads prepared specifications, bids, and purchase orders for completeness.
Linking Purchase Orders to Contracts in the Contract Module.
Assisting in the mass closing and opening of Purchase Orders.
Pulling reports from Yardi to identify purchasing trends.
Obtains competitive quotations in accordance with the Authority’s Procurement Policy.
Evaluates, tabulates, and recommends awarding contracts or purchase orders; with an emphasis on those under the small purchase threshold.
Issues purchase orders and other contract-related documents to vendors and department staff once documents are fully executed.
Maintains vendor mailing list for alerting vendors of procurements.
Assist Contract Specialists and department staff with posting of solicitations and assisting with pre-proposal conferences.
Assists in the preparation for, and attends bidder’s conferences, business outreach meetings, vendor fairs, and other purchasing-related events.
Maintains databases and data on procurement and contracting website.
Assists with accumulating, sorting, and delivering all agency mail as well as mailing out any needed procurement documents, letters, notices.
Ensure accurate reporting of agency contract records by updating the procurement system with all documented contract actions, including exercised option terms, amendments, contract termination letters, contract completion letters, and other applicable changes.
Preparation of procurement documents such as option term letters, contract amendments, contract completion letters, contract termination letters, award and non-award letters, and other procurement-related documents as assigned.
Performs contract close-outs to ensure that the procurement file is complete and has all required documentation.
Provides administrative support to the CCGS department staff.
Performs related duties as assigned.