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.)
- 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.
- 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.
- 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.