Job Function:

The Maintenance Contract Specialist provides administrative and clerical support to the Director of Maintenance and departmental staff. This position requires the ability to work directly with contractors through the bid process and Davis Bacon activities. The Maintenance Contract Specialist must be customer service oriented, using good judgement, diplomacy and tact and can plan and organize clerical workload within acceptable timeframes.

Essential Responsibilities and Duties:

1. Responsible for coordinating ICDBG and IHBG, insurance claims, rehabilitation and modernization activities with vendors, contractors, force account staff, and tenants. These tasks include:

a. Creates requests for proposals (RFP’s) and soliciting ads for the NPHA bid process.

b. Assists Director of Maintenance in reviewing bid proposals and selection of contractors.

c. Facilitates the contract development process with vendors and contractors, ensuring that all required terms, scopes, and other required information is inclusive and agreed upon.

d. Schedules work orders and inspections of all ICDBG and IHBG tasks with both the contractors, vendors, and tenants.

e. Ensures all contractor and vendor paper work is complete, including purchase order requests, work orders, W-9 forms, insurance, and ensures that the invoices have not already been paid and inspection have been done before payment is released.

f. Meets with contractors to ensure they are following the Davis Bacon standards on all project activities.

2. Responsible for the initial work order request process, which includes:

a. Accepts new work order requests from tenants for maintenance and enters work orders into the HDS system.

b. Liaises with Director of Maintenance to prioritize work order requests, schedule Maintenance Technicians, and coordinate and confirm work order appointments.

c. File completed work orders into the correct tenant/housing files by work order number.

3. Responsible for facilitating the insurance claim process for Amerind claims of NPHA properties, which includes any contractor bid requests, scheduling inspections, addressing claim settlement paperwork, and coordinating any additional claim activities requested by AMERIND.

4. Coordinates the inspections and contract management of NPHA Home Ownership Home Improvement Assistance (HOHIA) program following the guidelines set forth in the HOHIA policy.

5. Checks to see that all the paper work is complete and that copies go to the bookkeeper to pay.

6. Ensures that the calendar board is updated with schedules to track techs and vendors.

7. Audits contractor files for NPHA annual audit.

8. Assists in creating departmental standard operating procedures (SOP’s).

9. Provides information for monthly BOC reports.

10. Prepares all methamphetamine testing kits, performs methamphetamine testing of units, and maintains all methamphetamine testing records.

11. Scans project files into the electronic filing system.

12. Receives daily maintenance, tenant, and vendor phone calls.

13. Creates and inputs work orders.

14. Obtains purchase orders from finance as needed.

15. Performs other duties as assigned.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Norfolk, NE 68701: Relocate before starting work (Required)

Work Location: In person