Procurement, Risk & Facilities Manager

PositionProcurement, Risk & Facilities Manager
AssignmentAdministration
Work Hours7:30 AM – 5:30 PM
Salary Monthly$5,445 – 7,584
SupervisorDeputy Director
Final Filing DateOpen Until Filled

Application Requirements

An official Housing Authority application form and resume must be submitted to the Human Resources Department. Applications are available online at hacsj.org or at 2575 Grand Canal Blvd, Suite 200, Stockton, CA 95207 and may be submitted by mail, in person, by email to nglossa@hacsj.org, or by Fax to (209) 460-5117.

Selection Procedure

  1. Applicants’ qualifications will be evaluated and applicants who clearly appear to be qualified in terms of job prerequisites are eligible to be invited to an interview. Examples of acceptable combinations of education, training and experience include:
    • 8 years of experience may be substituted for a BA degree.
    • 4 years of experience may be substituted for an AA degree.
    • The length of a training and/or certificate program may be substituted on a 2:1 exchange of months attended for experience (2 months attendance equals 1 month of experience.)
  2. Quality ranking factors will be knowledge and ability, education, training and/or experience, and required skills necessary for successful job performance. Candidates will be rated on these and other factors and must receive a majority of acceptable ratings and an average rating of 70 or better to qualify for ranking.
  3. The final selection of candidates to fill these vacancies shall be made by the Executive Director from among those recommended, in accordance with the evaluation of the candidates relative to the needs of the Authority. An eligible/promotional list (if applicable to the posted position) will be established. However, when there are less than three (3) names on the list, or the list has been in place for over one (1) year, or when it is necessary to modify the position description, the Executive Director may require a new list.

Position Description

Position Title:

Procurement, Risk, & Facilities Manager

Pay Classification:

Exempt

Supervisor:

Deputy Director

Effective Date:

06/2021

Position Summary

Under the direction of the Deputy Director, will plan, organize, control, and direct the operations and activities of Procurement, Contracts, and Insurance, including property and liability insurance purchasing, and Risk Management. Provide short-term and long-term planning and assure compliance with local, state, and federal laws, codes, ordinances, and Authority policies and procedures.

Essential Job Functions (If necessary, individuals with disabilities are encouraged to request reasonable accommodations to assist them in performing the essential functions of this position.)

Procurement/Risk Management

  • Manage the daily operations of Procurement, Risk, and Facilities Department ensuring compliance with federal, state, and local rules regulations and vender agreements and the Authority’s insurance needs as they pertain to Risk Management.
  • Oversee activities of the legal bid process, informal quotations, and proposals; develop bid specifications, terms, and conditions. Assure compliance related to ethical and legal purchasing practices.
  • Renew and maintain insurance policies as needed; develop and evaluate policy proposals; respond to provider surveys; develop ad hoc reports for surveys; select providers; request and maintain certificates of insurance.
  • Authorize purchase orders and agreements for goods and services and develop contracts or modify existing agreements to adhere to prescribed Authority requirements and to minimize risk to the Authority.
  • Supervise the processing of Board of Commissioners agenda items requesting approval of contracts, resolutions, and personnel service agreements by the Board; oversee file maintenance of contract files and accompanying documentation.
  • Provide technical expertise, information, and assistance to managers and employees regarding assigned functions.
  • Manages HUD Section 3 contracting requirements.
  • Maintain contractor’s license spreadsheet including license and disbarment lists.

Facilities/Fleet Management

  • Monitoring the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, and outdoor recreation spaces.
  • Scheduling routine inspections and emergency repairs with outside vendors.
  • Ensuring proper security measures for the workplace, including collaborating with the IT department on the security of the building.
  • Maintain the fleet of authority vehicles by coordinating repairs and maintenance of vehicles, including smog checks for the BAR feet program.

Required Knowledge and Abilities

  • Knowledge of the purposes, policies, and regulations of the Authority.
  • Ability to understand, and interpret policies, regulations, and procedures as set forth by the Authority’s Agency Plan and HUD.
  • Knowledge of the local, state, and federal laws governing public agency procurements.
  • Ability to plan, organize, and develop a wide variety of operational and management programs and procedures. Ability to establish, monitor, and achieve departmental objectives.
  • Ability to orient other workers and explain organizational policies, rules, regulations, and procedures.
  • Knowledge of report preparation techniques and procedures, and a demonstrated ability to prepare and evaluate professional and technical reports.
  • Ability to prepare and present ideas in a clear and concise manner, both orally and in writing.
  • Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Minimum Education, Training and/or Experience

  • Bachelor’s Degree in Public Administration, Business Administration, or Economics preferred.
  • Minimum of five (5) years progressive experience analyzing and reporting on compliance with rules, regulations, and policy development in a governmental agency.
  • An equivalent combination of education, training, and experience, which provides the required knowledge and abilities, may be substituted on a two-for-one basis.

Additional Requirements.

  • Excellent skills in Microsoft Office suite. Preferred experience in Yardi.
  • Must be able to move, or carry objects or materials such as files, computer printouts, reports, calculators, office supplies, etc.
  • Must possess and maintain an applicable California Driver’s License and a driving record acceptable to the Authority’s insurance carrier.
  • May be required to attend meetings after normal business hours.
  • Exempt staff work a flex schedule of eight 9-hour days and one 8 hour day with every other Friday off; exempt employees are measured on outcomes and expected to complete their work irrespective of the flex schedule.