The Procurement Specialist is responsible for coordinating, facilitating, expediting, and executing various procurement-related tasks for the Houston Housing Authority. The Procurement Specialist performs all procurement-related tasks in accordance with established business processes, Houston Housing Authority Policies and Procedures, applicable State of Texas Bid Laws, and the Department of Housing and Urban Development (HUD) Procurement guidelines. The Procurement Specialist provides all the necessary administrative and clerical assistance needed to support the Procurement Department.
PRINCIPAL DUTIES AND RESPONSIBILITIES
• Process purchase orders, expedite the delivery of requested goods and services, follows up on back orders, and facilitates the reconciliation of orders which do not meet the needs of the requesting department(s).
• Ensures purchase orders have the appropriate supporting documentation, and identifies purchase orders that have exceeded the competitive threshold without a contract or a properly executed Non Competitive Procurement Justification Form.
• Contacts/interviews vendors regarding their products and services, back orders, and invoice discrepancies.
• Creates and maintains with a high degree of accuracy, a comprehensive record keeping system consisting of; various procurement-related logs, reports, files, tabulations, analyses, performance, and vendor lists.
• Ensures that potential bidders have provided HHA with complete information when they register to do business with HHA, enter their business profile in the e-procurement system, and notify them when a solicitation has been issued that matches their registration profile.
• Assists user departments in the development of solicitations (i.e., Request for Proposals, Qualifications Based Solicitation, Invitation for Bids, Request for Quotation).
• Prepares, and issue legal notices associated with formal procurements, and post solicitations on HHA’s, and the State of Texas website.
• Issues and process solicitations, evaluate submittals, and negotiate prices.
• Monitors and track key procurement-related dates (e.g., contract expiration, certificate of insurance, blanket purchase order, warranties).
• Performs other procurement-related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
• Knowledge of HUD regulations and Houston Housing Authority policies, procedures and practices.
• Knowledge of general office procedures and practices, business English and arithmetic. Prefer algebraic skills – knowledge of life cycle costing, averaging, and mean calculations.
• Knowledge of Public procurement regulations and practices.
• Skilled in operating computer equipment and general office machines.
• Prefer knowledge of spreadsheet software applications.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to establish and maintain effective and courteous relationships with other employees, vendors and other business contacts.
• Ability to work under pressure.
• Maintain confidential information.
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.
• Some computer applications may be difficult to accomplish and require resourcefulness and extra effort by the employee.
• Decisions regarding unusual circumstances may be made by the employee on occasion.
• 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.
• The employee refers to the Houston Housing Authority and HUD guidelines and to purchasing manuals in performing work.
• These guidelines cover most job-related situations although the employee is occasionally required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances.
• The employee has no supervisory responsibilities.
• The employee receives instructions from the Purchasing 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 usually referred to the supervisor for resolution.
• The employee's work is reviewed periodically for accuracy, completion, and compliance with policies and procedures.
• Most of the employee's contacts are with the Houston Housing Authority personnel and supply vendors.
• Contacts are made: (1) to give, obtain or clarify information regarding purchase needs; and, (2) provide assistance to Houston Housing Authority personnel regarding needed supplies.
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.
• Bachelor's degree in Business or related field preferred.
• 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 some credits towards a purchasing certification preferred.
• Valid Texas driver’s license or obtain such within the first thirty (30) days of employment.
• Eligibility 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.