Overview

Description: Job Title: Procurement Specialist Job #: PC3 Department: FINANCE/PROCUREMENT AND CONTRACTS Reports To: Manager of Procurement and Contracts FLSA Status: Exempt Approved Date: 2025 JOB SUMMARY Responsible for ensuring excellence for the day to day procurement activities. Provides control over the Authority's procurement process by executing effective, efficient, and uniform methodologies that ensure compliance with all HUD, federal and state regulatory requirements. Responsible for providing contract administration of assigned goods and services procured by the Authority and perform administrative tasks required to maintain and operate within the procurement department. ESSENTIAL FUNCTIONS Essential Duties and Responsibilities The duties listed below illustrate of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned. 1. Reviews requisitions, consults with vendors and representatives concerning the material, equipment, supply, and service needs. Negotiates price and evaluates all offers to determine which best suits the needs of the Authority. 2. Oversees the creation of procurement activities for outside contract work, developing invitation for bids, requests for proposals and request for qualifications ensuring competitive bids are received and reviewed for adherence to budget, procedural, and technical requirements. Responsible for evaluating contract files for compliance with HUD regulations and preparing appropriate forms, letters, and documents accordingly. 3. Conducts formal or informal bidding, for non-Davis Bacon projects or services, reviewing responses and making recommendations for awards. 4. Reviews bid offers and negotiates within budgetary limitations and scope of authority. 5. Initiates contracts or purchase orders as required for materials, equipment, and services. 6. Interviews vendors to obtain information relative to product, price, ability of vendor to produce product, service, and delivery date. Also continually evaluates vendor performance and determines standards for continued vendor participation. 7. Recommends or issues changes to the contract, highlighting conditions that could jeopardize contract performance. Makes recommendations on problems of production, delivery, Authority-furnished property, quality assurance acceptance, or other areas affecting the contract. 8. Reviews written documentation of defective/unacceptable goods or services with inventory users, vendors, etc., and takes corrective action for items acquired through use of a purchase order as may be necessary. 9. Works with user departments to ensure timely and appropriate stock levels and to determine quality/life/performance of the purchased goods and services. 10. Develops specifications and standardizations for inventory of necessary office supplies, equipment, maintenance, and repair needs and monitors usage quantities and frequency through review of inventory reports to track utilization of resources. Calculates and analyzes trends and projections to establish minimum and maximum inventory levels and reorder quantities. 11. Assist in the review of invoices for which no purchase order was issued or for discrepancies between invoices and purchase orders that are brought to Procurement's attention. Ensures proper payments on invoices for contracted goods and services. 12. Administers the disposition of fixed assets in accordance with Authority policy and procedure. 13. Maintains procurement records in accordance with record retention policies. Maintains vendor files and performs the purchase order/invoice matching function as well as monitors the status of open purchase orders. 14. Cultivates and manages new vendor enrollment and communications. 15. Maintains re