Procurement Specialist

Housing Authority of Kansas City MO•Kansas City, MO

12d•Hybrid

About The Position

Responsible for ensuring excellence for the day to day procurement activities. Provides control over the Authority’s procurement process by executing effective, efficient, and uniform methodologies that ensure compliance with all HUD, federal and state regulatory requirements. Responsible for providing contract administration of assigned goods and services procured by the Authority and perform administrative tasks required to maintain and operate within the procurement department.

Requirements

Must be thoroughly knowledgeable in all areas of Federal, State and local procurement rules and regulations; State Public Bidding Statutes as applicable, Authority’s Annual Contributions Contract (ACC) with HUD and HUD Handbook No. 7460.8 REV-2 or revisions, Procurement Handbook for Public Housing Agencies and Indian Housing Authorities.
Ability to interpret regulations and standards, and contracts, for compliance with relevant requirements and Authority standards.
Working knowledge of specification writing, bidding procedures, cost of labor and materials for rehabilitation projects.
Skilled in interviewing vendors; persistent in following up on performance and in identifying problems and formulating solutions.
Must possess advanced computer capability, customer service skills and the ability to interact with departments within the Authority and with the public.
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations.
Ability to compose reports, correspondences, and written procedures.
Ability to effectively present information, provide procurement guidance and training, and respond courteously to questions from managers, clients, customers, and the public.
Ability to effectively interface with all levels of management.
Must be able to perform general arithmetic skills.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to handle multiple tasks and perform under deadlines.
Ability to apply common sense understanding to carry out instructions in written, oral, diagram or schedule form.
Ability to exercise sound judgement.
Must be able to maintain punctuality and attendance as scheduled.
Able to work with accuracy and attention to detail.
Must possess a valid driver’s license.
Must be available for occasional overnight travel for training.
Must pass employment drug screening and criminal background check.
Must work with the highest degree of confidentiality.

Nice To Haves

Prefer working knowledge of Public Sector procurement.
The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee: Procurement and Contract Management

Responsibilities

Reviews requisitions, consults with vendors and representatives concerning the material, equipment, supply, and service needs. Negotiates price and evaluates all offers to determine which best suits the needs of the Authority.
Oversees the creation of procurement activities for outside contract work, developing invitation for bids, requests for proposals and request for qualifications ensuring competitive bids are received and reviewed for adherence to budget, procedural, and technical requirements. Responsible for evaluating contract files for compliance with HUD regulations and preparing appropriate forms, letters, and documents accordingly.
Conducts formal or informal bidding, for non-Davis Bacon projects or services, reviewing responses and making recommendations for awards.
Reviews bid offers and negotiates within budgetary limitations and scope of authority.
Initiates contracts or purchase orders as required for materials, equipment, and services.
Interviews vendors to obtain information relative to product, price, ability of vendor to produce product, service, and delivery date. Also continually evaluates vendor performance and determines standards for continued vendor participation.
Recommends or issues changes to the contract, highlighting conditions that could jeopardize contract performance. Makes recommendations on problems of production, delivery, Authority-furnished property, quality assurance acceptance, or other areas affecting the contract.
Reviews written documentation of defective/unacceptable goods or services with inventory users, vendors, etc., and takes corrective action for items acquired through use of a purchase order as may be necessary.
Works with user departments to ensure timely and appropriate stock levels and to determine quality/life/performance of the purchased goods and services.
Develops specifications and standardizations for inventory of necessary office supplies, equipment, maintenance, and repair needs and monitors usage quantities and frequency through review of inventory reports to track utilization of resources. Calculates and analyzes trends and projections to establish minimum and maximum inventory levels and reorder quantities.
Assist in the review of invoices for which no purchase order was issued or for discrepancies between invoices and purchase orders that are brought to Procurement’s attention. Ensures proper payments on invoices for contracted goods and services.
Administers the disposition of fixed assets in accordance with Authority policy and procedure.
Maintains procurement records in accordance with record retention policies. Maintains vendor files and performs the purchase order/invoice matching function as well as monitors the status of open purchase orders.
Cultivates and manages new vendor enrollment and communications.
Maintains records on purchase price information on both open market and contract purchases and revises as conditions change.
Plans and administers a program of standardization to reduce to a minimum the various sizes, types, styles, and kinds of equipment and supplies purchased.
Prepares financial and administrative reporting on procurement activities.
Maintains files for Procurement and Contracting functions in accordance with departmental policy requirements and audit standards.
Maintains knowledge of organizational and governmental regulations affecting purchases, and Authority policies and procedures.
Participates in cross training program with Procurement and Contracts staff for providing coverage during staff absences.
Manages approval process of requests for office supply needs for Authority staff, releasing requisitions for materials as required.
Educates, trains, and encourages vendors in HUD and Authority Section 3 objectives.
Develops sources for the procurement of supplies, services, and equipment by attending demonstrations, contacting vendors, reviewing professional publications, and establishing personal networks. Investigates and reports on new or tentative products and methods of service.
Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
Engage in continuous improvement efforts to enhance procurement processes and supplier relationships.
Conduct post-project and annual supplier evaluations to assess performance and identify areas for improvement.