Procurement & Contracts Analyst

Job Details Description Salary: $75,368.38 - $91,808.29 annually Type: Regular fill time, full benefits Application deadline: April 2, 2024 Remote work options available. The position may require in-person work at the office or at offsite meetings. It also has flexibility to work remote as coordinated with the department supervisor and based on business need. Staff must work and reside in the U.S. within a 100-mile radius of the San Diego Housing Commission located at 1122 Broadway Suite 300, San Diego, CA 92101. Benefits include, but are not limited to: 9/80 Compressed Work Schedule (office closed every other Friday) 14 paid holidays Remote work options available (must work and reside within a U.S. 100-mile radius of the San Diego Housing Commission) Employer paid pension contribution of 14% to base salary (not applicable to temporary positions) 457 tax-deferred savings plan Social security exempt Tuition reimbursement up to $5,000 annually Sharp PPO or HMO Plan, Kaiser Permanente HMO Plan, Dental Vision Flexible spending account Health and wellness perks Rewards & Recognition program To see full benefits package, please visit: https://www.sdhc.org/sdhc-employee-benefits/ About SDHC: The San Diego Housing Commission (SDHC) is an award-winning public housing agency in the City of San Diego that provides innovative housing assistance programs for households with low income or experiencing homelessness. The San Diego City Council, in its role as the Housing Authority of the City of San Diego, oversees SDHC. SDHC helps pay rent for more than 17,000 households with low income annually; is a leader in collaborative efforts to address homelessness, such as the Community Action Plan on Homelessness for the City of San Diego and SDHC’s homelessness initiative, HOUSING FIRST – SAN DIEGO, which has created more than 11,000 housing solutions since November 2014 for people experiencing homelessness or at risk of homelessness; and creates and preserves affordable rental housing, with more than 23,000 affordable units in service in the City today with SDHC’s participation. About the Department: The Procurement Department's mission is to provide strategic guidance in the acquisition of goods and services while ensuring superior service for both internal and external customers. We are committed to fair and open procurement procedures consistent with applicable laws and regulations; while adhering to SDHC's core values of Collaboration, Excellence, Integrity and Respect; and delivering efficient, cost effective and ethical business practices. About the Position: The Procurement and Contract Analyst exercises a thorough understanding of procurement of goods, services and consultant services contracting policies, practices, procedures, and approval processes. Working knowledge of Federal, State and Local laws and regulations related to procurement and contracting. The Procurement and Contract Analyst will be responsible for oversight and compliance with appropriate procurement methodology; preparation and execution of contracts; administration and monitoring of contracts. The ideal candidate will demonstrate integrity and communicate effectively with others; be accountable, dependable and follow through on commitments. Other duties include: Reviews and recommends changes to Request or Proposal (RFP), Invitation For Bids (IFB), Request for Qualifications (RFQ), and/or Request for Quotes; posts formal and informal solicitations for competitive responses. Corresponds with bidders on behalf of evaluation staff to ensure independence; reviews proposals for compliance; reviews final evaluation scores and narratives to ensure compliance with procurement requirements; consolidate documentation supporting the contractor selection process; and archives documentation supporting the Contractor selection process. Works with requestors to define Statement of Work, performance expectations, tasks, and deliverables. Prepares market surveys, informal solicitation packages, receives and evaluates quotes, and recommends award to best value vendor. Reviews, analyzes and ensures that scope, tasks, and deliverables provided by project manager are understandable, enforceable, and in compliance with contracting rules and regulations. Obtains necessary signatures from authorized parties to execute contracts; and submit executed contracts and supporting documents to executive staff, as applicable, for approval. Manages the contract files during the life of an agreement. Tasks and duties include, but are not limited to the following: Create contract file; distribute contracts to authorized parties; enter and update contract information into a contracts management system; acts as liaison with project managers to respond to requests to contract amendments, fiscal year revisions, and contract closure, with required supporting documents. Responds to Public Records Requests and maintains the contracts and procurement databases. Examples of Essential Job Functions: Participates in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the procurement program. Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration. Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements. Develops, analyzes, negotiates, and administers bid invitations and procurement solicitations, formal and informal bids, requests for qualifications/quotes/proposals ensuring legal and contractual provisions are included to protect the Commission’s interests. Prepares and distributes notifications to vendors on Commission mailing lists, MBE/WBE/DVBE businesses, and others; places advertisements in local newspapers; conducts pre-bid and pre-proposal conferences; writes and posts addendums. Coordinates and participates in evaluation of bids; develops evaluation criteria and materials; performs price/cost analyses and assesses the quality and suitability of proposed services and purchases; recommends modifications as needed; summarizes bid responses and prepares documentation; selects, recommends, or participates in selection of contractors and vendors; develops reports for approval of contract awards. Drafts contracts ensuring legal requirements are incorporated and enforced; negotiates contract terms and provisions; coordinates review of contract documents with legal counsel; maintains related files. Ensures contractor compliance with provisions, including the maintenance of required insurance; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies. Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions. Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations. Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, regulatory, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations. Prepares and submits Housing Commission and Authority agenda reports and various other commission, committee, and staff reports and correspondence regarding assigned programs. Maintains accurate records and files; develops storage of records and retention schedules. Assists with coordinating and organizing community events; represents Commission to the public in explaining policies and procedures. Participates on a variety of interdisciplinary committees and commissions and represents the Commission to a variety of community and stakeholder groups. Qualifications: Knowledge of: Principles and practices of public agency procurement and purchasing programs including competitive bidding procedures and supply chain management. Principles, practices, and techniques of drafting and administering procurement contracts and enforcing contract provisions. Principles and practices of sound financial management policies and procedures. Project and/or program management, analytical processes, and report preparation techniques. Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. Research, statistical, analytical, and reporting methods, techniques, and procedures. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division. Record-keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the Commission in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff. Ability to: Assist in the development of goals, objectives, policies, procedures, and work standards for the procurement function. Coordinate and oversee programmatic administrative and fiscal reporting activities. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Plan and conduct effective management, administrative, and operational studies. Plan, organize, and carry out assignments from management staff with minimal direction. Conduct research on a wide variety of program topics including vendors, products, contract feasibility, budget proposals, and funding alternatives. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. Effectively represent the Commission in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Education & Experience: Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, finance, operations management, public administration, or a related field and three (3) years of progressively responsible experience in purchasing, contract administration, or procurement services. Licenses and Certifications: Possession of, or ability to obtain, a valid California Driver’s License by time of appointment. Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to inspect Commission development sites, including traversing uneven terrain, climbing ladders, stairs, and other temporary or construction access points, to operate a motor vehicle, and to visit various Commission and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas and to conduct inspections may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 50 pounds. Environmental Elements: Employees partly work in the office and partly in the field and are exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental policies and procedures. Qualifications Education Required Bachelors or better.