Job Details

Under general supervision from the Chief Financial Officer, the incumbent is responsible for administering purchasing and contracting activities for the Authority, exercising independent judgment within the realm of Agency, state, and federal bid laws and policies, rules, and regulations. Work is completed independently but requires a significant amount of communication with Authority staff and outside agencies. All activities must support The Housing Authority of Columbus, Georgias (HACG) mission, strategic goals, and objectives.

Duties and Responsibilities

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.

• Supervises purchasing functions, including, but not limited to : invitations / requests for bids, quotes, independent price and cost analysis, cost comparisons, quality and suitability, evaluations, price tabulations, ordering, internal budgets, etc.
• Research federal, state, and local government policy and procedures, new products, market conditions, and trends.
• Maintains effective working relations with vendors.
• Maintains, updates, and ensures compliance with the HACGs Procurement Policy and Procedure Manual.
• Supervises the development of and prepares Request for Proposals (RFPs) and Request for Qualifications (RFQ), and Invitation for Bid (IFB) for professional services. Coordinates review of proposals and qualifications and prepares Board Action. Coordinates contract administration activities that are related to professional and other contract services.
• Researches, qualifies, and expands vendor list and assists in the administration of Blanket Supply contracts.
• Maintains the Agency's contract register and collaborates with contract administrators for review, renewal, termination, etc., in accordance with the Agency policy.
• Tracks requisitions, purchase orders, departmental reports, and vendor documents for accuracy, quality, timeliness, and agency specifications.
• Identifies long-lead-time procurement items and prioritizes requisitions to ensure material and services are obtained timely, emphasizing quality, cost, and availability.
• Assists in establishing on-site inventory by procuring materials and supplies, disseminating applicable asset management guidelines, and conducting periodic site-level inventory audits. Initiates the sale of obsolete or excess property and equipment, etc. Analyzes storage methods and recommend improvements.
• Maintains a system of internal controls, develops, and presents reports, budgets, and other operational data to Agency leadership.
• Review and resolve conflicts involving incorrect invoices or improper shipments.
• Performs other related duties as assigned.

Required Knowledge and abilities

• Extensive knowledge of the key policies, procedures, functions, and staff in the Procurement department and HACG policies and programs.
• Knowledge of the general operations and procedures of a Housing Agency and mixed finance properties.
• Knowledge of governmental purchasing and supply methods and procedures, including buying, inspecting, and shipping methods.
• Knowledge of sources of supply, market, and price trends.
• Knowledge of grades and qualities of materials, supplies, and equipment.
• Knowledge of contract preparation and specifications.
• Ability to locate sources of supply and obtain competitive bids.
• Strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook), and must have the ability to learn other computer software programs as required by assigned tasks.
• Knowledge of modern office practices and procedures. Knowledge of modern office equipment, including copiers, computers, computer terminals, calculators, facsimile machines, etc.
• Ability to understand and follow written and oral instructions and present ideas and information clearly and concisely, orally and in writing.
• Ability to award purchase orders for materials, supplies, and equipment on an impartial and objective basis based upon quote information.
• Ability to interpret, explain, and ensure compliance with HACG policies and procedures.
• Knowledge of pertinent federal, state, and local laws, codes, and regulations.
• Proven application of supervision, training, motivation, and performance evaluation principles.
• Knowledge of record and data management, storage, and retrieval systems.
• Ability to establish positive working relationships with representatives of community-based organizations, other agencies, HA management and staff, and the public.

Minimum Education, Training, and / or Experience

Bachelors Degree from an accredited four-year college or university in Business Administration, Accounting, Finance, Real Estate or related area with at least four (4) years of experience in purchasing and materials management, preferably within a government agency. Or, Associate Degree or two (2) years of completed college course work from an accredited college or university with a minimum of six (6) years of experience in purchasing and materials management, preferably within a government agency. A minimum of two (2) years of supervisory experience in a procurement or purchasing role.

Physical Requirements

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping; operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Special Requirements

1. Possession of a valid driver's license.

2. Able to be covered under the Housing Authority's fidelity bond.

3. Must be insurable under the Authoritys fleet insurance carrier.