Procurement Analyst

Description:

Summary

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.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed on duties and respond listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

• 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.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team's success above own interests; supports everyone's efforts to succeed.

Job Competencies

• 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.

Requirements:

Education and/or Experience

• 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.

Technical Skills

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.

Physical Demands

• The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

• The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Office environment. The noise level in the work environment is usually moderate.

POSITION IS OPEN UNTIL FILLED