JACKSONVILLE HOUSING AUTHORITY

POSITION DESCRIPTION 

TITLE: Procurement Project Manager                                                                                    FLSA STATUS: Exempt

DEPARTMENT: Procurement Department                                                                            UNION STATUS: None

REPORTS TO: Director of Contracts and Procurement                                                       SALARY RANGE: $65,000-$75,0000

POSITION SUMMARY

The Procurement Project Manager is responsible for coordinating daily activities within the Department of Procurement and Contracts. Maintain department data, update procedures, gather, analyze, track and report data on department activities, requirements and outcomes. Oversee and maintain Procurement contract files. Ensure JHA Vendor database reflects accurate information. Assist in the implementation of policies and procedures to achieve the established goals and objectives of the department. The ability to work independently while employing excellent business decisions to solve problems and implement solutions is essential.

DUTIES AND RESPONSIBILITIES

• Determine and implement the appropriate method of procurement to secure the requested service, commodities or supplies within an assigned department area.
• Develop scopes and specifications and prepare solicitations including Invitation for Bid, (IFB), Request for Proposal (RFP), and Request for Qualifications (RFQ).
• Oversee the soliciting of bids and proposal evaluation process in accordance with JHA’s policy, and perform bid analysis and make the appropriate procurement recommendation.
• Prepare and process purchase orders, review requesting department documentation for accuracy and completeness and verify vendor information.
• Determine the most responsive and responsible vendor that meets selection criteria based on selected procurement method.
• Conduct and coordinate team meetings and facilitate pre-bid and pre-proposals meetings, bid openings, and evaluation committee meetings with departments.
• Research sources of supply and analyze the market based upon the requested commodity and/or service and submit procurement recommendation to JHA management.
• Resolve disputes between suppliers and user department regarding service, cost, and delivery.
• Prepare appropriate correspondence to suppliers relating to inquiries and procurement issues.
• Perform procurement outreach activities and participate in vendor fairs communicating Jacksonville Housing Authority's procurement process.
• Maintain the integrity and confidentiality of assigned contract files and various report documentation for accuracy to ensure information is properly stored on JHA network.
• Ensure JHA adherence to federal, state, and local procurement policies, regulations, and standards.
• Responsible for the maintenance of Procurement, Compliance and Vendor data information within the department system database.
• Analyze and track Procurement and Compliance activities related to the annual buying plans to provide status information while ensuring accurate reporting.
• Create, maintain, and disseminate purchase orders and Procurement and Compliance contract files to department staff.
• Provide administrative support to the leadership team in procurement as needed.
• Perform research, analyze, facilitate and own the process in responding to requests on Freedom of Information Act (FOIA) requests.
• Perform vendor reference checks
• Perform debarment checks, ownership disclosures and State of Florida good standing verification for all recommendations of awards.
• Budget monitoring and preparation; budget revisions; process invoices for payment
• Prepare purchase requisitions, prepare agenda items for Board of Commissioners meetings
• Investigate and respond to internal and external Procurement work requests.
• Assist vendors and staff in utilizing Procurement systems.
• Prepare and assemble departmental work materials for distribution.
• Coordinate solicitation information for advertisement on JHA website and in newspapers.
• Facilitate pre-submittal meetings, bid openings, vendor workshops, staff training, and other meetings, as assigned.
• Additional duties as assigned.

QUALIFICATIONS

This position requires a Bachelor's Degree in Business Administration or a related field plus a minimum of three (3) years of work experience in procurement for construction, professional services, or supply commodities.

Knowledge and understanding of procurement methods, principles and terminology. Requires effective verbal, written, and interpersonal skills to work with a diverse staff of managerial and professional employees. Strong knowledge in areas of research, data analysis, and problem solving is required. Understand interdependencies between technology, operations and business needs. Strong organizational, problem solving and analytical skills. The ability and skill to exercise and use sound business judgment, discretion, maintain confidentiality and work on multiple projects simultaneously. Skilled in providing customer service. The ability to perform and work well under pressure. Must be self-directed, motivated, team oriented and able to work independently on complex and crucial projects.

It is encouraged that a purchasing/contracting/procurement certification be obtained, and example certifications are: The National Institute of Government Purchasing (NIGP), and the National Association of Purchasing Managers. This role requires competent computer proficiency in Microsoft Office Word, Excel, PowerPoint, and general math aptitude to perform statistical calculations.

Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must submit with your application a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans' Preference Coordinator

11351 Ulmerton Road, Suite 311

Largo, FL 33778-1630

Email: VeteransPreference@fdva.state.fl.us