Procurement Services Supervisor

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Essential Areas of Responsibility:

Staff Supervision
Model supervisory strategies and approaches that demonstrate the Agency Cultural Objectives in all aspects of staff communication and supervision, when supervising directly or when coaching a staff member to whom you have delegated supervisory responsibility.
Supervisory duties include the responsibility to:
• Provide new employee orientation and training
• Ensure that assigned staff has appropriate equipment and knowledge of procedures for implementing the work objectives
• Monitor assignments and maintain the level of productivity in the unit or department
• Assure quality of service to the internal and/or external customer base
• Establish performance objectives and provide ongoing feedback
• Write and conduct performance reviews that communicate both honest assessment and clear goals and objectives
• Conduct staff meetings, resolve staff issues and build team relationships
• Communicate management's position, Agency information and work changes to employees
• Comply with Agency policies and practices when acting on or reviewing personnel-related issues including, but not limited to: staff selection, salary offers, time off and overtime requests, employee complaints and concerns and termination

 

 Education & Experience: Minimum Qualifications: Associates Degree plus 6 years or High School Diploma/GED plus 8 years experience in procurement, labor compliance or related field.  Candidate must have strong supervisory experience and excellent writing skills, possess strong communication skills, and attention to detail. Organizational skills & effective employee management skills are essential to this job.   Advanced knowledge in Microsoft excel is preferred.  

Preferred Qualifications:  Bachelor's Degree plus 4 years  in procurement, labor compliance or related field.  Candidate must have strong supervisory experience and excellent writing skills, possess strong communication skills, and attention to detail. Organizational skills & effective employee management skills are essential to this job.   Advanced knowledge in Microsoft excel is preferred.  

 

 Job Duties & Responsibilities: Procurement Services

• Works closely with Director of Administration in the development and implementation of the department's goals and objectives, policies and procedures, including procedures for maintenance of contract service files and records; presents innovative methods for providing efficient and timely procurement services;
• Assists in the preparation and administration of the department's annual budget.
• Confers with other Housing Authority staff to determine procurement needs, and areas of standardization; coordinates services with other Agency departments
• Assists Director of Administration in recommending and establishing procurement documents, processes and procedures; resolves difficult and/or controversial purchasing problems; and recommends and implements improvements to purchasing procedures and policies.
•  Assists Director of Administration in developing procurement procedure manuals and process guides and training Housing Authority staff in procurement procedures. 
• Maintain, update, and interpret SHRA's procurement policies and procedures; When required, consult with HUD and other federal  agencies regarding interpretation of procurement regulations. 
• Establishes procedures to review and evaluate requisitions for supplies, materials, equipment, and services to completeness
• Assisting and advising Housing Authority staff relating to buying standards, commodity supply sources and procurement timeliness.
• Prepares a variety of reports related to Procurement and Contract responsibilities including the HUD Minority /Women Business Enterprise (M/WBE) Section 3 Annual Reports
• Develop standardized solicitation and bidding documents and procedures to ensure a transparent, open, and fair selection process
• Solicitations may take a variety of forms depending on the nature and size of the procurement and include, but are not limited to the following: Request for Quotations, Invitation to Bid, Request for Proposals, Request for Qualifications, Informal Solicitation, etc.
• Direct Procurement staff efforts to identify, utilize, and maintain multiple sources of suppliers and contractors.
• Develop streamlined, creative methods for obtaining goods and services including the use of blanket contracts for goods and supplies, and the use of cooperative intergovernmental agreements utilizing the selection processes and pricing established by other government agencies (State, City and County only)
• Review and approve justifications for sole source or emergency procurements. 
• Direct the maintenance and management of contract and purchase order files, ensuring proper archiving of necessary records;
• Coordinate public records requests of contracting and procurement documents. 
• Within the constraints of applicable laws, develop and implement programs and mechanisms to encourage the utilization of minority and women owned businesses (M/WBEs), small businesses and HUD Section 3 businesses. 
• Represent SHRA at local purchasing and minority expos.  
• Work with professional associations to identify M/WBE's and small businesses interested in doing business with SHRA. 
• Provide training in government contracting procedures and laws to assist M/WBE's and small businesses in competing for work in the public sector.

Labor Compliance 

• Manage the monitoring and enforcement of prevailing wages paid to construction workers on SHRA projects, ensuring that Procurement staff conduct sufficient field interviews of workers, review contractor and subcontractor payrolls in a timely manner and consistent with federal laws and regulations, and that investigations for potential fraud and underpayments are conducted fairly and accurately.
• Coordinate prevailing wage information requests between HUD and SHRA.
• Coordinate investigations with applicable agencies including, but not limited to, HUD, the U.S. Department of Labor, and California Department of Industrial Relations (DIR)
• Ensure that monitoring and enforcement efforts meet audit standards for compliance. Direct the preparation of, and approve, the Semi-Annual Labor Standards Enforcement report to HUD
• Manage contracting and purchasing functions to ensure compliance with applicable laws and regulations in a manner that will ensure satisfactory audits;
• Ensure sufficient internal controls are in place to prevent abuse and potential fraud.
• Serve as the primary contact for the agency on issues related to contracting and purchasing in interacting with auditors from HUD's Local Office of Public Housing, HUD's Inspector General and HUD's Labor Relations Office
• Develop agency response to related audit findings and comments; negotiate with auditors on findings and comments as appropriate.

Contract Management 

• Works with agency staff to develop solicitations (Request for Proposals, Requests for Quotations, Invitations to Bid);
• Communicates and acts as a liaison between vendors and department users to develop compromises and resolve contractual problems or complaints
• Working closely with the Director of Administration, assists in writing, reviewing, Housing Authority contracts, including adherence to contract terms, procurement documents, and forms for completeness and compliance with Housing Authority policies and procedures;
• Follows-up with insurance requirements and bonds; maintains contact with vendors; keeps informed of market conditions, trends, HUD, State and Federal Procurement and Contracting policies and ensures compliance with the agency's procurement policy. 
• Makes changes as needed to policy to proactively conform with state and/or federal changes.  

Knowledge, Skills and Abilities: 
Outstanding organizational skills to plan, direct, manage, and oversee the activities and operations of all procurement for the department including contract administration, inventory control and purchasing.
Knowledge of; 

• Knowledge of procedures, methods, techniques, legal mandates and specification development of public competitive bid practices and procedures and contract development.
• Knowledge of the methods used in evaluating vendor capability and performance.
• Knowledge of HUD Procurement and Contracting policies and procedures, and principles and practices of budgeting and budget control.
• Knowledge of principles/ practices used in government purchasing, data collection and report preparation.
• Knowledge of principles and practices of purchasing necessary to plan, analyze, develop, direct, control and evaluate a complex purchasing system.
• Knowledge and ability to interpret and apply procurement practices and procedures, all laws, codes and regulations

Skills in; 

• Good written and oral communication and presentation skills.
• Formatting routine business correspondence, reports, documents, manuals, and presentations.
• MS Word/Excel

Ability to;

• Ability to organize, manage and implement a comprehensive procurement program.
• Ability to analyze/evaluate commodity and service pricing and availability trends; prepare clear and concise reports; monitor outside service contracts;
• Ability to travel to different sites and locations.

 

SHRA offers a comprehensive benefit package including: 2 weeks+ vacation per year with increasing accruals based on years of service, 12 days sick leave per year, 12 days holiday pay per year plus 2 additional floating holidays, Medical/Dental allowance, PERS Retirement System,Vision Care, Parental Leave

ADDITIONAL PAY BENEFITS

LONGEVITY PAY
 

• $350 paid each second payday in January after 20 years of service
• $550 paid each second payday in January after 25 years of service
• $750 paid each second payday in January after 30 years of service
  
  
  SUPPLEMENTAL ALLOWANCE
  Additional 3% of salary
  
  MILEAGE REIMBURSEMENT
  The Agency shall pay mileage reimbursement at the IRS business mileage deduction rate to all employees required to utilize their private vehicles for use for official Agency business in lieu of using an Agency-owned vehicle.
  
  DOWNTOWN PARKING SUBSIDY
  Employees assigned to the downtown area receive a $110 per month parking subsidy provided that the employee does not receive a transit reimbursement or free parking
  
  OUT-OF-CLASS PAY
  5% premium pay or Step 1 of the higher class, whichever is greater.
  
  
  LEAVE BENEFITS
  
  HOLIDAYS- Total 14 Days/Year
  
  New Year's Day
  Martin Luther King's Birthday
  Presidents' Day
  Ceasar Chavez Day
  Memorial Day
  Independence Day
  Labor Day
  Veteran's Day
  Thanksgiving Day
  Day After Thanksgiving
  Christmas Eve (4 hours)
  Christmas Day
  New Year's Eve (4 hours)
  
  
  Floating Holidays:, (Equivalent to 2 days of floating holidays = .615 hrs/pay period accrued separately). Accrual of floating holidays may not exceed 31.98 hours at the end of the calendar year.
  
  SICK LEAVE
  3.69 hours earned per pay period = 12 days per year with unlimited accumulation.
  
  ANNUAL LEAVE
   
• 1-3 years of service: 3.38 hrs/pay period to maximum 230 hours
• 4-10 years of service: 4.92 hrs/pay period to maximum 340 hours
• 11-15 years of service: 5.69 hrs/pay period to maximum 400 hours
• 15 years plus of service: 6.45 hrs/pay period to maximum 460 hours
  
  
  IN LIEU OF ANNUAL LEAVE
  During any year in which an employee has a vacation leave balance of 160 hours or more, the employee may elect to take 2 weeks in equivalent pay.
  
  
  ADDITIONAL MANAGEMENT LEAVE
  80 hours per year
  
  PARENTAL LEAVE
  Full-time permanent employees shall be eligible for a maximum Agency-paid parental leave of four (4) weeks consisting of up to one hundred-sixty (160) hours of continuous paid time off. Part-time permanent employees shall be eligible on a prorata basis for Agency-paid time off during the four (4) week parental leave.
  
  JURY DUTY
  Employees are entitled to court leave with pay. Proof of any fees collected, other than for mileage, must be submitted to the Agency, unless employee takes annual leave or leave without pay. The Agency will integrate these fees into the employee's salary benefits.
  
  CONTRIBUTED BENEFITS
  
  EMPLOYEE ASSISTANCE PROGRAM
  Professional counseling services provided by Managed Health Network. MHN provides assistance and counseling for marital and family problems, alcoholism, drug dependency, financial and credit concerns, legal issues and questions, emotional problems, stress, childcare, eldercare, interpersonal conflicts and situational life problems.
  
  As an employee, you and your eligible family members are entitled to receive five (5) sessions per incident, per contract year.
  
  LIFE INSURANCE
  $15,000 basic life with option to purchase additional 1, 2, or 3 X annual life insurance; monthly cost based on age per $1,000 of coverage. Such insurance may be purchased from the Agency health and dental contribution up to the Federal limit and from employee out-of-pocket funds thereafter.
  
  VISION CARE PLAN
  Employee-plus-one dependent coverage is provided under the Vision Care Plan "C" by Vision Service Plan (VSP). Plan C provides annual exams ($10 deductible), and annual lenses & frames or contacts ($25 deductible).
  
  HEALTH INSURANCE
  Effective January 1, 2014, the Agency maximum monthly designated group insurance contribution as follows:
  
   
• No Medical: $435.00/month
• Employee only: $724.07/month
• Employee + 1: $1,173.92/month
• Employee + 2+: $1,529.18/month
  
  
  PUBLIC EMPLOYEES' RETIREMENT SYSTEM (PERS)
• SOCIAL SECURITY (FICA)
  The employee's contribution to Social Security Retirement (FICA-RET) is 6.2% of gross salary up to $118,000 annually, and the contribution to the Medicare portion of Social Security (FICA-MCARE) is 1.45% of gross salary.
  
  STATE DISABILITY INSURANCE (SDI)
  The employee's contribution to SDI is 0.9% of gross salary of up to $106,742 annually.
  
  TUITION REIMBURSEMENT
  employees shall be eligible for tuition reimbursement up to $2,000 per calendar year for coursework related to their employment with the Agency or toward a recognized degree program approved by the Human Resources Manager. Such reimbursement shall be applicable for the actual cost of the tuition of the course, books, and mandatory fees, excluding parking.
  
  
  MISCELLANEOUS BENEFITS
  
  COBRA
  Plan which allows employees and/or dependents to continue medical and dental plans for a limited period after termination or other events which would result in loss of coverage.
  
  CATASTROPHIC LEAVE
  Upon request of a regular employee and upon approval of the Executive Director or designee, annual leave, CTO, vacation, and/or holiday leave may be transferred from one or more employees to another employee, in accordance with Agency policies for non-industrial accidents or illnesses. (See Personnel Rules/Labor Contracts for conditions).
  
  DEFERRED COMPENSATION PLAN (ICMA)
  All benefit-qualified employees are eligible.
  
  DEPENDENT LIFE INSURANCE
  All benefit-qualified employees - $2,000 life insurance for each dependent to be paid at the employee's expense (.60/month).
  
  RT MONTHLY PASS
  100% reimbursement for monthly purchase of transit pass.

 

Procurement Services Supervisor Supplemental Questionnaire   *1. What is your highest level of education?   No HSD or GED
HSD or GED
Some College
AA Degree
Bachelor's Degree or Higher *2. Have you supervised, trained and evaluated staff?   Yes
No *3. Do you have any experience in procurement, purchasing and contract management?   Yes
No *4. Please explain where/when experience was obtained. (Must be supported by employment history as detailed on employment application; subject to verification.)     *5. Do you have any experience with labor compliance including prevailing wages?   Yes
No *6. Please explain where/when experience was obtained. (Must be supported by employment history as detailed on employment application; subject to verification.)     *7. How many years in public procurement do you have?   No experience
Less than 4 years
At least 4 years
More than 4 years *8. Please explain where/when experience was obtained. (Must be supported by employment history as detailed on employment application; subject to verification.)     *9. Do you have any knowledge of current governmental purchasing principles, methods and
procedures?   Yes
No *10. Do you have experience in creating and managing purchase orders?   Yes
No *11. What proficiency level in the use of Microsoft Word, Excel and Outlook most closely matches your skills?   No Skills
Beginner Skills
Intermediate Skills
Advanced Skills 12. How have you used these programs (word, excel & outlook) in your professional purchasing experience?     *13. Do you possess working knowledge of electronic bidding systems?   Yes
No *14. Describe your knowledge of electronic bidding system. How have you used it and where?     *15. Describe a contract that you were responsible for that required a significant amount of planning and organizing
on your part. How did you develop and track a timeline? What were the goals of the project? What was the outcome?    
* Required Question