Procurement Officer

JOB DESCRIPTION

Procurement Officer

REPORTING STRUCTURE

Department: Finance

Reports to: Finance Director Reporting Staff:

DISTINGUISHING FACTORS

This position is integral to Authority operations and is responsible for the Procurement of all necessary Contracts, Services, material and inventory within identified timeframes to ensure operational goals are met. Incumbent manages bid and bid award processes in compliance with financial control policy and applicable regulations. Incumbent maintains detailed and accurate records of purchases and procurements, oversees tracking of Authority inventory, and performs all duties in accordance with, and ensures compliance with, all applicable Federal procurement regulations and Housing Authority policies.

Must be proficient in performing duties in a highly organized and professional manner within a time- based and active operations environment. Must possess and demonstrate knowledge of federal procurement and contracting guidelines, as well as Authority procurement procedures.

ILLUSTRATIVE TASKS

1. Responsible for overseeing Authority procurements in accordance with 2 CFR part 200 and ensuring tracking and proper documentation of all procurements; Responsible for compliance with appropriate KIHA procurement policies, as well as the procurement requirements of funding sources or agencies; Ensure documentation of vendor eligibility for American Indian/Alaska Native procurement preference for NAHASDA.

2. Responsible for all aspects of Contract Management for the Authority; Utilize provided project/service scope to write, evaluate, negotiate, and execute various contracts covering a range of projects, services, and needs of the authority.

3. Responsible for all phases of services and supplies procurement; solicitation of quotes, bids and/or proposals; participation in bid and proposal evaluation; Ensure appropriate contract administration, compliance, closeout, and reporting.

4. Responsible for fulfilling Requisitions from Department heads, Warehouse Manager, Facilities staff, and program staff; prioritize purchases and obtain necessary approvals to meet project deadlines; Assist Housing Authority staff in developing specifications for bids or proposals; Assist Housing Authority staff in preparation of small-purchase procurement authorization forms.

5. Responsible for developing and maintaining effective relationships with suppliers and vendors.

6. Responsible for problem solving contractual and logistical issues.

7. Responsible for Procurement, Contracting, negotiations, and understanding of laws and regulations governing general procurement for federal funded activities and proficiency in procurement practices as defined in both the 2 CFR Part 200 and the NAHASDA Regulations.

8. Responsible for preparing and publishing Inventory Materials Quotes to ensure continued stock availability at the warehouse; Complete procurement and back-up paperwork; Maintain updated catalogs and specifications sheets for materials ordered on a regular basis; Verify material specifications with appropriate staff.

9. Responsible for maintaining required Property Ledgers for KIHA property (furniture, etc.); complete inventories at least annually; Assist Warehouse Manager in annual inventory of warehouse, and supervisors with completing localized inventories. Review completed inventory lists and submit to Finance Director; Prepare Disposition List for BOC; ensure all items are disposed of properly and removed from the Inventory list.

10. Responsible for securing annual Authority procurements: Insurances, Utilities, Audit, and Service and Support contracts; Submit insurance claims.

11. Procurement Officer will be backup to the Accounting Specialist, if needed.

12. Responsible for working professionally and effectively with internal and external partners, applicants, tenants, and participants; Responsible for providing respectful and timely customer service.

13. Responsible for promoting a safe and drug free work environment.

14. Perform other duties as assigned by the Finance Director or Executive Director.

SKILLS AND COMPETENCIES

• Must be professionally assertive with vendors and staff to ensure regulation and policy enforcement.

• Bachelor’s degree in business or logistics fields preferred. May substitute extensive contract management experience.

• Knowledge of construction industry and federally assisted housing programs desirable and preferred.

• Management and receive Contract Administration & Procurement Training (by HUD)

• Must have advanced working knowledge of computers and programs such as Microsoft Word and Excel.

• Must possess professional appearance and display ability to communicate verbally, electronically, and in writing with staff, vendors, and contractors.

• Must have or obtain a State of Alaska Driver’s License and meet KIHA’s vehicle liability insurance requirements.

• Must be extremely organized, detail oriented, and capable of managing multiple priorities.

• Must be highly motivated and capable of working under pressure and within prescribed time frames.

• Must maintain confidentiality.

Kodiak Island Housing Authority is an Equal Housing Opportunity Employer. This position is subject

to the Alaska Native/American Indian employment preference under Section 7(b) of the Native American/Alaska Native Housing and Self-Determination Act, and Section 3 of the Housing and Urban Development Act of 1968 (12 U.S. C. 1701U) and Regulations in 24 CFR part 135.

COMPENSATION

Status: Non-exempt

Salary Range: 38 $50,440 - $72,269 DOE

Benefits: Fringe benefits offered

Pay: $50,440.00 - $72,269.00 per year

Benefits:

• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $50,440 - $72,269