ESSENTIAL FUNCTIONS

1. Plan and direct all ECC/HANH-wide procurement functions which include direct and indirect authority over professional level staff in the acquisition and contracting of goods and services. Negotiate and administer the contracts, subcontracts, memorandum of agreements or other cooperative agreements so approvals, extensions, modifications and amendments, supplemental funding requests, key personnel notifications, close-outs and other actions are handled promptly.

2. Prepare and issue subcontracts and ensure the terms of subcontracts adequately support the requirements of the contract through proper flow-down of requirements/terms. Determine what forms and standard documents are required for each solicitation based on HANH’s Procurement Policy/Manual.

3. Determine what advertisement and solicitation outreach is required and appropriate for each type of procurement.

4. Assemble or review assembled RFP and IFB packages for completeness. Coordinate with outside counsel where appropriate.

5. Prepare or review procurement scopes/specifications and cost estimates for materials, equipment and services, performance requirements, delivery schedules and other procurement requirements.

6. Review, analyze and interpret terms and conditions to identify all legal risks and business considerations for internal employees and provide sound contractual resolutions to mitigate liability exposure while ensuring compliance with company policy, external customer requirements/specifications and applicable laws or regulations.

7. Draft contractual language for presentation to external customers and provide rationale to support the position with minimal supervision. Coordinate with outside counsel where appropriate.

8. Supervise the Purchase Order process and the use of the computer software for procurement activities.

9. Prepare regular reports of procurement activities for management, including tracking procurement for planning purposes and tracking contracts status.

10. Ensure all procurement activity follows HUD - including Federal Acquisition Regulations (FAR) and Connecticut procurement rules, regulations and statues and HANH policies and procedures.

11. Administer, review, analyze, develop and disseminate procurement policy for ECC/HANH. Revise and update the ECC/HANH Procurement Policy as required. Interpret ECC/HANH procurement policy and process to ensure compliance by users. Analyze and improve current procurement programs

12. Render decision recommendations for the Contracting Officer on contract awards, protests and claims on procurement activities.

13. Confer with ECC/HANH management and representatives of other entities regarding procurement issues.

14. Coordinate and direct pre-proposal conferences, proposal evaluation and contract negotiation meetings. Serve as “recording secretary” for all pre-bid conferences and walk-through.

15. Develop and teach procurement training for ECC/HANH employees.

16. Maintain and organize procurement files, purchase documents including purchase requisitions, contract files including all change orders, Contract Compliance files, including Payrolls and appropriately archive procurement and Contract files.

17. Update the procurement files on the ECC/HANH website.

18. Using technology and other tools, perform vendor outreach to maximize vendor participation in the ECC/HANH procurement processes and provide logistical support to vendor outreach programs (eg. periodic presentations at local Chamber of Commerce or industry groups).

19. Maintain the vendor registration system. Establish and maintain effective, professional relations with suppliers and contractors. Provide training to potential vendors on ECC/HANH Procurement policy, procedures, preparation of bids and proposals, and section 3 requirements.

20. Provide guidance, direction and outreach to Minority, Women, Resident and Section 3 Businesses

21. Maintain current knowledge regarding developments and changes in government contract law through such avenues as research, articles, conferences and training or continued legal education.

22. Prepare, review, coordinate or assist in the preparation of materials for all procurement matters for compliance prior to Board of Commissioner action on Board Resolutions.

23. Monitor Section 3 compliance, Davis Bacon Wage compliance, Prevailing Wage compliance, and other contractual terms compliance.

24. The ability to perform the buying function involves the process of determining customer requirements, developing and issuing bids/RFPs, evaluating offers and selecting the vendor, arriving at fair and reasonable price and terms, preparing the contract and/or purchase order, vendor relations, ensuring timely delivery, and the contract administration provisions.

25. Contract compliance oversight and outreach efforts to for example, MBE/WBE companies.

26. Training internal staff in proper procurements

27. Performs all other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

1. Knowledge of the operating environment of a Public Housing Agency (PHA) or related entity.

2. Knowledge of governmental contracting and purchasing in order to make sound and ethical decisions regarding contracts and contract law issues. This includes supply methods and procedures, including buying, inspection, and delivery methods.

3. Knowledge of how various types of procurements are handled, for example, Request for Proposals (RFPs) and Invitation for Bids (IFBs).

4. Knowledge of: Fundamentals of expenditure control, General accounting practices, Business law, Contractual language, Negotiations, and Dispute mediation

5. Proficiency in Microsoft Office products, including Word and Excel. Proficiency in the use of pdf files. Knowledge of modern office practices and procedures. Knowledge of modern office equipment including personal computers, copiers, mainframe terminals, calculators, facsimile machines, etc.

6. Ability to become proficient in computer technology systems. Knowledge of data entry and retrieval using a computer network.

7. This position requires the individual to be a highly motivated, independent worker relying upon minimal supervision in their daily responsibilities.

8. Individuals must possess the ability to perform critical decision making quickly and without notice, adapt and respond effectively and expeditiously to the numerous requirements and requests.

9. This position requires the skill and ability to interact effectively in a complex procurement environment with internal staff, consultants, suppliers, contractors, subcontractors, and local, state, and federal code, building and regulatory officials.

10. Ability to take directions on matters that may be of a technical or legal nature.

11. Ability to set clear objectives and measure and monitor process, progress and results, including fiscal control. Have broad knowledge and perspective.

12. Ability to inspire and motivate entire units of the organization. Ability to present complex ideas and information in a clear and concise manner, both orally and in writing. Ability to effectively present in a variety of formal settings – one on one, group, peers, supervisors, vendors, etc.

13. Ability to establish and maintain effective working relationships with co-workers, the public, residents, and vendors; ability to communicate with people from a broad range of socio-economic backgrounds.

14. Ability to maintain moderately complex files, records, and reports.

15. Ability to handle confidential information in an appropriate manner.

16. Ability to adhere to company rules, regulations, policies and procedures.

17. Ability to adapt to changing conditions in a fluid environment.

18. Ability to work in a decentralized procurement environment.

19. Skills: Solicitation techniques, Report preparation, Auditing, Negotiating, Oral and written communications, Problem solving, Public Speaking, Interpersonal relations, Training, Research and analysis, Business and technical writing, Time Management, Multitasking.

20. Posses a valid state of Connecticut driver's license.

EDUCATION AND EXPERIENCE

Education: Bachelor's degree in Business Administration or a field related to the position required; Secondary degree and/or additional professional training preferred.

Experience: Six to ten years of increasingly responsible experience in contracting administration, or related field plus a minimum of five years’ experience in supervision.

An equivalent combination of education and experience may be accepted.

Proficiency in the use of procurement computer software and processes.

Certification in one or more of the following: Must obtain certifications or have ability to obtain certifications within one (1) year of accepting position.

o Certified Public Purchasing Officer (CPPO)

o Certified Professional Public Buyer (CPPB)

o Certified Purchasing Manager (CPM)

o Certified Professional in Supply Management (CPSM)

Under the direction of the Sr. Vice President of Finance, IT and Administration, manage functions of the Procurement group, including administration of contracts and procurement issues with significant financial and operational impacts for the agency. Provide strategic procurement advice, innovative solutions, and technical expertise. Manage competitive solicitations; develop, negotiate, and administer contracts and purchasing agreements; develop and recommend procurement policies and procedures for the agency in compliance with federal and state statutes and regulations. Manage all records related to procurement activity and contracts for the agency. Oversee procurement for all departments in the agency, oversee management of tracking and safekeeping of small and attractive assets, inventory, and inventory best practices. Responsible for preparation and filing of reports for these functions. Consult with legal counsel regarding interpretation of applicable regulations; coordinate with and respond to auditors; conduct dispute resolution hearings on claims, protests, and appeals; conduct agency-wide training for staff regarding procurement procedures; manage the information technology needs of the division; supervise and evaluate the performance of assigned staff; manage the enforcement of prevailing wages paid to construction workers; encourage the utilization of women and minority owned businesses and complete other duties related to procurement and contracts. Supervise agency procurement staff.

The divisions within ECC/HANH are Property Management, Modernization, Real Estate Development, Social Services, Finance, Human Resources, Information Technology, Legal Services, and Section 8 Programs.