Back to search
COME AND JOIN THE CH TEAM
BECAUSE
OUR WORK MAKES A DIFFERENCE!
Columbia Housing offers a very generous benefits package, including:
- Health
- Dental
- Vision
- Term Life Insurance
- Long-term disability
- Flexible Spending Accounts
- State Retirement*
- 401K and 457 Plans
- Annual Leave Accrual
- Sick Leave Accrual
- 13 paid holidays
- FREE gym membership
- Alternative Work Schedule Options (including a 4-day workweek), if applicable
- Employee Assistance Program
- Apprenticeship Opportunity, if applicable
Salary Range: $42,800 $51,300 $59,800
Summary
The primary purpose of this position is to coordinate day-to-day procurement activities and insurance programs throughout the organization. The incumbent is responsible for coordinating all contract activities, including advertising and issuance of solicitations; preparation of contracts; management of the master contract log; monitoring contract expirations and renewals as applicable. This position also manages all insurance policies, including property, liability, auto, and Director and Officers coverage.
All activities must support the Columbia Housing Authority’s (“CH” 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.
- Supports all departments within the organization in the procurement of goods and services as needed; coordinates with departments to establish an annual procurement schedule and estimated monthly quantities of routine goods.
- Ensures all procurements are completed within HUD Regulations and the Columbia Housing Procurement Department. Complete required cost estimates, cost analysis, and create and maintain contract files.
- Ensure the Columbia Housing Procurement Policy is updated on an annual basis or as needed.
- Recruits contractors and vendors; monitors State of South Carolina and GSA contracts and identifies “piggy-back” opportunities to engage approved contractors and vendors in the expedited provision of goods and services.
- Develops and maintains standardized solicitation templates with appropriate terminology; develops and maintains master solicitation tracking log and annual solicitation schedule for posting to website; updates log and schedules as applicable.
- Prepares contract documents for related solicitations; coordinates public posting and advertising; receives all responses to solicitations and verifies compliance with submission requirements; secures electronic signatures on contract documents; coordinates and schedules pre-contract meetings; maintains electronic contract files with all required contract documents.
- Develops, maintains, and updates master contract log with all information, including effective date; term; renewal date(s); contact; FEIN number; and other pertinent information; distributes by the tenth of each month to all departments.
- Obtains and reviews competitive bids, quotes, and proposals from vendors and contractors; evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities; assists with negotiations with chosen vendors.
- Evaluates and monitors contract performance through surveys with end users of products and services; assists in clarifying contract requirements and resolving any conflicts.
- Prepares purchase orders in the agency software system as applicable; processes contract payments in the corresponding systems; and resolves payment issues with vendors as needed.
- Communicates with vendors on a regular basis; maintains the vendor database current in coordination with the Finance Department (HAB) and in the Docuware system; assures W-9’s, Direct Deposit forms, and EIN numbers are current and accurate; contacts vendors as needed to update information.
- Attends bid openings and other departmental meetings; accurately transcribes meeting minutes, tabulates bids, distributes, and tracks construction plans and specifications.
- Coordinates all insurance certificates with contractors, ensuring that the agency is listed as the certificate holder; provides copies of certificates to the CH insurance coordinator to maintain for insurance carriers.
- Serves as liaison with South Carolina Insurance Reserve Fund and private insurance brokers; monitors coverage and policies, assuring timely renewals; secures new or additional coverage based on lender and investor requirements as needed; coordinates with finance to assure timely payment of all insurance policies.
- Develops and implements standard operating procedures to report incidents throughout the organization; promptly reports and files claims with insurance carriers; refers all liability and/or legal claims to CH Legal Counsel; coordinates with adjusters to settle claims; works closely with Sr. Project Manager to complete repairs for claims.
- Coordinates and/or leads other assigned special projects with all members of the Executive Team.
- Performs other duties as assigned.
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
Leadership: Provides direction by clearly and effectively setting course of action for procurement function with in the organization.
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
Job Competencies
- Extensive knowledge of contracting and procurement procedures, types and methods, including formal advertising, negotiation, fixed-price and cost contracts, use of special provisions and incentives and unique regulatory requirements pertinent to diverse procurements.
- Ability to understand, act on, and interpret policies; and to implement regulations and procedures as set forth by the Housing Authority and/or HUD.
- Strong skills in fact-finding and analysis, report writing and presentation development.
- Ability to understand and effectively express oral and written instructions.
Education and/or Experience
Bachelor’s Degree in Business Administration or related field and a minimum of four (4) years of experience in procurement administration and compliance. An equivalent combination of education and experience may be considered.
Some positions may require possession of a valid driver’s license and the ability to be insured under the Authority’s automobile insurance plan at the standard rate.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). 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; reaching and 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.
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 moderate.
Columbia Housing is a Section 3 Compliant Employer
Columbia Housing is an Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, political affiliation, marital status or veteran status.
Learn more about this Employer on their Career Site
