Procurement Specialist

GENERAL SUMMARY

Working collaboratively with the various departments within the Houston Housing Authority (HHA), the Procurement Specialist is responsible for coordinating, facilitating, expediting, and managing procurements including purchase orders and contracts, for the Houston Housing Authority utilizing all appropriate procurement methods.

The Procurement Specialist is required to perform all procurement related tasks in accordance with established business processes, HHA Policies and Procedures, applicable federal, state, and local regulations, and the Department of Housing and Urban Development (HUD) Procurement guidelines.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Assist in the preparation of scope of work (SOW) as required.
• Prepare solicitation documents of various degrees of complexity 
• Facilitate all levels of the procurement process including advertising, contract award, contract management and close-out.
• Evaluate and analyze responses to solicitations and make recommendations for award.
• Verify insurance and bond documents as required.
• Prepare bid tabulations and scoring matrices from vendor responses to open solicitations.
• Accurately maintain all supporting files and documentations for each assigned procurement.
• Collaborate with internal stakeholders to develop appropriate specifications, scope of work, and related procurement materials.
• Conduct pre-bid and pre-proposal conferences. 
• Prepare and issue notices (if necessary) for a procurement.
• Assist in the development of procurement related resolutions for approval by the HHA Board of Commissioners.
• Source and interview potential vendors regarding their products and services.
• Ensure awarded vendors are in good business standing. 
• Post solicitations on HHA's website.
• Conduct negotiations with vendors, if necessary.
• Facilitate the resolution of procurement related issues.
• In co-ordination with departments, manage contracts through close-out.
• Perform other procurement-related duties as assigned to support HHA's Procurement Department.
• Maintains confidentiality of necessary information. 

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of HUD regulations and HHA's Policies and Procedures.
• Knowledge of public procurement practices.
• Knowledge of basic mathematics. 
• Ability to critically think, analyze problems, and recommend an appropriate course of action to solve problems.
• Ability to operate a personal computer and business software (Microsoft Word, Excel and Adobe Pro).
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain cooperative relationships with diverse groups and maintain positive working relationships, demonstrate good judgement and integrity with HHA staff of all levels, residents, vendors, and the public.
• Ability to work under pressure and manage multiple projects
• Ability to read and understand operating manuals, and purchasing policies and procedures.

COMPLEXITY / SCOPE OF WORK

• The employee performs a wide variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. 
• Tasks must be coordinated, integrated, and/or prioritized.  
• Decisions regarding unusual circumstances are discussed with the Procurement Manager.
• The employee's work affects the Houston Housing Authority employees and its ability to accomplish its basic goal of providing housing that is decent, safe and sanitary. 

GUIDELINES

• The employee refers to the Houston Housing Authority and HUD guidelines and to purchasing manuals while performing their work. 
• These guidelines cover most job-related situations although the employee is occasionally required to use independent judgment in making decisions under guidance of the Procurement Manager. If guidelines do not cover a situation, the employee consults the supervisor.

SUPERVISORY CONTROLS

• The employee has no supervisory responsibilities.
• The employee receives instructions from the Procurement Manager.  
• Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment.
• Routine duties are initiated by the employee without supervisory direction.
• Instructions to the employee may be general or specific in nature.
• Problems or situations not covered by instructions are referred to the supervisor for resolution. 
• The employee's work is reviewed for accuracy, completion, and compliance with policies and procedures.

PERSONAL CONTACTS

• Most of the employee's contacts are with the Houston Housing Authority personnel and vendors.   
• Contacts are made: (1) to provide, obtain or clarify information regarding purchase needs; and, (2) provide assistance to Houston Housing Authority personnel regarding procurements.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eye strain from working with computers and other office equipment.
• Work involves the normal risks and discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted, and ventilated.
• Employee is required to travel locally to properties managed by the Houston Housing Authority to conduct meetings with vendors.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Supply Chain Management, Business or related field preferred.
• College hire or up to three (3) years of purchasing experience, preferably in a public capacity with a public housing authority. Direct related professional experience may be substituted for education requirement on a year-by-year basis
• Certified Professional Public Buyer (CPPB) or possess some credits towards a purchasing certification preferred.
• Bondable.
• Valid Texas driver's license or obtain such within the first thirty (30) days of employment.
• Eligible for coverage under the Houston Housing Authority fleet auto insurance.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.