The typical starting annual salary is $75,300 - $94,150
This represents the Min to Mid salary range.
PURPOSE OF POSITION
The Contracts and Procurement Manager position supports Tacoma Housing Authority’s (THA’s) strategic and operational objectives in the following way: This position will be responsible for supporting the agency’s contracts and procurement requirements including supporting resource development. Will provide oversight of contracts for procurement, not necessarily performing the actual procurement. Working collaboratively with internal and external personnel to develop requests for proposals, contracts, memorandums of understanding and monitor contractual requirements that support the mission and goals of THA.
ESSENTIAL AREAS OF RESPONSIBILITY
CONTRACT MANAGEMENT AND COMPLIANCE, AND GRANT ADMINISTRATION
- Manage the agency's portfolio of contracts by providing leadership and oversight for the contracts administration and procurement compliance and database function;
- Manage contracts including reviews of reports, approval of invoices, monitor contract spending, modifications to contracts, contract closeouts, and correspondence with contractors as necessary;
- Update THA contract templates based on new regulatory requirements;
- Update required addendums based on new regulatory requirements;
- Update THA’s Procurement Policy as needed. Draft resolutions for changes to THA’s Procurement Policy that require board approval;
- Collaborate with Real Estate Development and Finance to verify reporting requirements from funding sources for all contracts;
- Provide guidance to staff on public works projects and prevailing wage rates;
- Work in collaboration with Risk Manager and/or THA broker to ensure that insurance requirements are met, and all COI’s and endorsements are current;
- Assist Finance with gathering all material needed for audit responses;
- Assist with requesting external legal consultation when creating new templates, as needed;
- Periodic review of contracts procured by the Department of Enterprise Services to assess opportunities to use the contractors/vendors that are procured for state municipalities to streamline procurement requirements;
- Maintain THA’s Public Works Roster (MRSC) account;
- Work in collaboration with departments to monitor contractor outcomes and progress;
- Provide reports on THA programs as funders or potential funders may require.
- Support resource development by maintaining current records in the grants database, paper files, and track all pending applications, awards, and reporting requirements. Working collaboratively with the departments, adhere to reporting requirements by submitting timely, accurate reports to funders as necessary;
- Assist with maintaining and monitoring government and private grant calendar;
- Maintain project and program folders of descriptions, budgets, and timelines for use in grants;
- Provide writing support for major donor proposals/letters;
- Create supplemental documents/presentations as required;
- Act as the departmental contracts compliance officer to ensure that all contracts and agreements conform to federal, state, local, and other laws, regulations, rules, directives, and procedures;
- Provide operational staff with a full list of reporting requirements of government grants for compliance and audits.
- Support staff and review all requests for contracts with vendors, suppliers, construction, and service providers;
- Participate in development and process for publishing Request for Proposals, IFB’s and other required solicitation methods in accordance with THA’s Procurement Policy, including assisting with review panel scheduling and materials, scoring for proposals, evaluating that all responsible bidder criteria has been met and developing FAQs, and responses;
- Analyze contract award recommendations from programs and work with staff to assure that contract checklists are completed and that all required documentation is in contract file;
- Assist in review of bidder appeals, research and validate basis of complaints, and participate in problem resolution;
- Assist with developing contract, scope, obtaining insurance requirements and conduct contract final review;
- Collaborate as necessary with Risk Management and Asset Management on review of contracts for risk identification; review and approve insurance requirements, indemnification clauses, and hold harmless clauses on various THA leases, contracts; request for construction bids, vendor agreements, agreements with service organizations, and resident associations. Review contracts for risk policy;
- Consult with external counsel to interpret and disseminate state, federal, and local regulations as applicable;
- Ensure staff are following agency procurement procedures in the award of contracts;
- Provide training and support for staff relating to procurement procedures and maintain and update the procurement and contracting process;
- This position has a special responsibility to institute, participate in and support outreach efforts to disadvantaged, minority-owned, women-owned and emerging businesses (D/M/W/ESB) and HUD Section 3 economic opportunities to facilitate their participation in THA’s procurement and contract bid processes and to broaden workforce opportunities to the community's diverse population.
- Perform all responsibilities in service to THA’s social justice and business mission to assist low-income households and other customers, and to do so in ways that aspire to programmatic and administrative excellence;
- Fulfill all duties and responsibilities with a high level of integrity, honesty and adherence to agency policies and rules;
- Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community.
THA’s staff, its clients, and the staff of community partners are diverse in many ways, including diversity by race, national origin, language, sexual orientation, gender identity, gender expression, age and disability. THA considers this diversity to be an important asset. All THA employees must engage diverse people in constructive and effective ways as supervisor, colleague, business partner, and/or service provider.
SECONDARY POSITION TASKS
- Serve as a member of committees, as directed.
- Perform related duties or responsibilities as assigned.
POSITION REQUIREMENTS AND QUALIFICATIONS
EDUCATIONAL LEVEL AND EXPERIENCE
- Bachelor’s degree in the Liberal Arts, Policy, Public Administration, Social Work, Business, or other related field. Directly relevant experience may be considered in lieu of the required degree;
- Three or more years’ experience and documented success in contract administration, procurement and/or purchasing required;
- Experience in contracting for social services, housing, property management, economic and/or real estate development preferred;
- Contract or procurement administration experience in the public sector preferred.
KNOWLEDGE, SKILLS AND ABILITIES
- Possess or acquire and maintain a high level of expertise in the current and evolving principles and practices in the following areas:
- Considerable knowledge of methods of contract administration, negotiation, and monitoring;
- Knowledge of federal, state, and local contract requirements;
- Knowledge of THA’s ownership structure and entities;
- Knowledge of the request for proposal processes and procedures;
- Knowledge of program reporting, including outcome-based reporting;
- Demonstrate an ability to get along with others effectively; to lead and inspire, to participate as a team member, and to give and accept criticism constructively;
- Write clearly and informatively; edit work for spelling and grammar; able to read, write and interpret documents of a technical nature;
- Able to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals;
- High level ability to plan projects effectively, manage their timely implementation and effectively use the agency’s management tools;
- Have a high regard and ability to meet schedules and timelines; demonstrate excellent ability to work independently with little direction;
- Ability to engage a wide variety of people with a high level of professionalism, courtesy, and good humor, including culturally, socially and economically diverse populations, seniors, persons with disabilities, contractors, and professional colleagues;
- Possess a high degree of proficiency in Microsoft Office products and otherwise to be effective without close clerical support.
Must have and maintain a valid driver's license with acceptable driving record and auto insurance.