Procurement Analyst

Summary

The primary purpose of this position is to provide support for a variety of procurement activities, including the coordination of procurement schedules, drafting and/or reviewing contract language, and monitoring contract and legislative compliance. The incumbent is responsible for submitting Requests for Proposal (RFPs), Requests for Qualifications (RFQs), and Invitation for Bid (IFBs). The incumbent is also responsible for overseeing the compliance of all departmental procurement requests as they should correspond with federal, state, and local laws and regulations.

All activities must support The Housing Authority of the Birmingham District's ("HABD") mission, strategic goals, and objectives.

• Provides technical support to the Procurement Manager in coordinating the procurement of materials, supplies, equipment, and contractual services per established procedures and requirements.
• Develops and maintains standardized RFPs, RFQs, and IFB templates with appropriate terminology as advised by legal counsel; prepares specifications, solicitations, and requests for qualifications/proposals.
• Coordinates tasks with Procurement Specialist.
• 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 negotiating and administering contracts with chosen vendors.
• Evaluates and monitors contract performance to comply with contractual obligations; assists in clarifying contract requirements and resolving any conflicts.
• Prepares confidential procurement-related reports, procurement contracts, contract amendments, memorandums, agendas, and letters; prepares routine correspondence and other documentation and maintains procurement and contract files and/or database in accordance with departmental procedures.
• Monitors and maintains statistical, financial, or narrative information regarding procurement and contracts using the HABD’s computer programs, tracking data accurately.
• Receives and responds to inquiries of contractors, staff members, and the general public in a professional and timely manner; provides general contract management assistance as needed; serves as liaison to vendors, suppliers, contractors, and others.
• Attends bid openings and other departmental meetings; accurately transcribes meeting minutes, and tabulates bids.
• Prepares orders for the HABD-wide acquisition of vehicles, equipment, or supplies.
• Maintains records on fixed assets for insurance and accounting purposes.
• Performs other related duties as assigned.

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 HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment:
Sets high-performance standards; 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 an 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…