What are the responsibilities and job description for the Contracts Administrator II position at Dayton Metropolitan Housing?
JOB SUMMARY:
Directs the procurement of all contracted goods and services while assuring compliance with all GDPM and HUD rules and all state and federal laws and regulations. Administers all GDPM contracts to assure compliance with all terms and provisions. Manages facility maintenance operations for Central Office. Assists the Contract Administrator I with duties as needed and authorized by Senior Manager of Procurement or designee.
ESSENTIAL JOB FUNCTIONS:
Under the general direction of the Senior Manager of Procurement:
1. Leads contracting process for all GDPM contracted services from bidding through completion, including preparing request for proposals, invitation for bid, Quotation for Small Purchases and evaluation of proposals. Award contracts, completes contract documents, and monitors performance to assure compliance with contract terms and conditions.
2. Assures compliance in all areas of Authority procurement, including monitoring of bidding process to assure compliance with all Authority rules, state and federal laws and regulations, and assists with monitoring prevailing wage data. Advises management of all potential risks and/or inconsistencies with policy and/or regulations.
3. Ensures all required contractual agreements are in place prior to any proprietary discussions, proposal efforts or contract award.
4. Monitors contractors, including site visits, to assure proper HUD Labor Standard Compliance. Prepares all reporting requirements to determine appropriate enforcement.
5. Prepares all required documents for Bid Openings, attends all pre-bid and bid opening conferences. Monitors all general subcontractors for eligibility requirements.
6. Responsible for tracking all Section 3 activities including reporting, outreach and qualitative efforts.
7. Administers the GDPM fleet to ensure proper and reliable transportation at suitable cost with adequate controls; reports fleet and property damage to the agency's insurance representative and manages claims to ensure repairs are completed.
8. Responsible for the sale or auction of Surplus Vehicles and Materials.
9. Disseminates information throughout the company regarding contract status, compliance, modification, deviation, negotiation and termination.
10. Performs other tasks as directed by the Senior Manager of Procurement.
FACILITIES MANAGEMENT FUNCTION:
1. Assists the Senior Manager of Procurement with the performance of building (Central Office, 400 Wayne Avenue) and grounds inspections, maintenance and repairs; daily, weekly and monthly systems checks; monthly health and safety inspections; monthly pest control inspections and applications and annual inspections in accordance with applicable building codes, HUD regulations and Authority policies and procedures in order to ensure safe and healthy property environments.
2. Ensures that maintenance requests and emergency maintenance and repair needs are appropriately addressed in a timely manner.
3. Monitors and coordinates the work of contractors at Central Office and inspects work to ensure that services are provided in a timely manner and per the terms of the contract.
4. Provide oversight and guidance to Central Office custodian or contracted vendor in conjunction with Asset Management staff as it relates to daily work activities.
5. Ensures that adequate maintenance supplies are stocked and available at all times including annual inventory.
6. Completes required reports in an accurate and timely manner.
7. Other Facilities Management Functions as required.
SUPERVISORY RESPONSIBILITIES:
None.
WORK ENVIRONMENT:
Typical office environment, with minimal exposure to excessive noise or adverse
environmental issues.
QUALIFICATIONS AND REQUIREMENTS:
The incumbent must:
1. Have a Bachelor's degree (preferred) from an accredited institution in Accounting, Business, or a related discipline or three years of related experience in Procurement and Contracting.
2. Have experience with and maintain knowledge of Department of Housing and Urban Development (HUD) policies and procedures and other applicable local, state, and federal laws and regulations (preferred).
3. Have proficiency in Microsoft Office applications.
4. Be able to communicate clearly and precisely, both orally and in writing.
5. Have a valid Ohio driver’s license and insurable for driving the agency’s vehicles.
6. Be able to meet the following physical requirements with or without reasonable accommodation:
a. Sit, walk, stand, use hands to manipulate, handle, feel, and control items or equipment;
b. Reach with hands and arms;
c. Talk and hear;
d. See and be able to read, write, and interpret text, spreadsheet, and graphical documents;
e. Occasionally lift and move objects weighing up to 25 pounds.
The functions, qualifications, responsibilities and requirements listed above represent the essential functions of the job, which the incumbent must be able to perform either with or without reasonable accommodation.
AAP/EEO STATEMENT:
It is the policy of Greater Dayton Premier Management to provide equal opportunity for all employees and applicants for employment without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, age, marital status, covered veteran status, mental or physical disability, pregnancy, or any other basis prohibited by state or federal law. This policy extends, but is not limited to, recruitment and employment, promotion, demotion, transfer, layoff, termination, rate of pay and other forms of compensation, education and training.
Greater Dayton Premier Management is a drug-free workplace, meaning that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited on the premises of the Agency. This list includes, but is not limited to, marijuana, heroin, PCP, cocaine and amphetamines.
OTHER DUTIES:
Please note: this job description is not designed to cover or contain a comprehensive listing of essential activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. The outline of responsibilities given above may vary without materially changing either the job classification and/or pay.