Contract Specialist

Summary

The primary purpose of this position is to support the Contract Manager by coordinating the administration of all phases of contract procurement. The incumbent will assist in preparing bid specifications, evaluating and awarding contract proposals, and monitoring contracts for compliance with procurement regulations.

All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives.

 

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.

-Assists the Contract Manager in the preparation of invitation for bids, requests for proposals, and addenda; participates in review of submissions and recommends contract award.

-Provides training to appropriate HACP staff on procurement policies and procedures; provides technical assistance to departments/staff on specific procurement issues/solicitations as needed.

-Completes all required steps in the procurement of goods and services as outlined in the HACP Procurement Policy.

-Conduct pre-bid meetings and bid openings.

-Writes contract letters and other communications and notices.

-Conducts investigations to resolve procurement and contract problems.

-Assists in development and implementation of programs and contract-related resident initiatives, such as Section 3 and bidding by resident-owned businesses for public housing communities in the City of Pittsburgh.

-Promotes and expands Vendor opportunities for the Authority by representing HACP at various trainings and events in order to expand vendor outreach.

-Assists in creating, enacting, and monitoring the department’s budget; compiles accurate budget reports as requested or required.

-Contract administration including preparing new contracts, contract renewals, and contract amendments.

-Updates contract filing system, including the use of DocuClass document management.

-Maintains Standard Operating Practices of the Procurement department.

-Monitors programs to ensure an orderly and timely procurement process.

-Assists in orientation and training of new procurement staff.

-Serves as back up to the Contract Manager and MBE/WBE Compliance Specialist.

-Performs other duties as assigned.

 

Education and/or Experience

Bachelor’s Degree in business administration or related field and a minimum of 2 years experience in procurement, contracting, or administration of contracts. Federal procurement or housing authority contracting experience preferred. An equivalent of education and experience may be considered. 

 

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Gmail). Must have the ability to learn other computer software programs as required by assigned tasks.

 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is usually moderate.

Employees must have access to 24 hour reliable internet service. Employees must also have reliable transportation to and from work, as well as, to get to and from multiple HACP locations based on business needs and assignments.
 

The Housing Authority of the City of Pittsburgh (HACP) provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.