Buyer — Minneapolis PHA

Position Title: Buyer

Department: Procurement

Reports to: Asst. Director of Procurement Pay Grade:

FLSA Status: Non-Exempt

Date Created/Revised: December 2020

Summary 

The primary purpose of this position is to properly source goods and services based on the agency’s needs while ensuring compliance with HUD procurement regulations, Minnesota State Law, and MPHA’s policies and procedures. The incumbent works with MPHA staff to determine needs and develop solicitations and also awards and monitors contracts and vendors.

All activities must support the Minneapolis Public Housing Authority’s (“MPHA” or “Authority”) mission, vision and values.

 

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.

  • Develops and formulates an Independent Cost Estimate (ICE) for every procurement per HUD regulations, which includes gathering and interpreting previous invoices and/or contract documents; contacts local vendors to determine estimated pricing and works with staff members in end-user department to fully understand their needs for the procurement; utilizes ICE to determine what type of solicitation to use for each procurement.
  • Creates solicitation documents for various goods and services based on the end-user department’s needs, ensuring compliance with HUD procurement guidelines and regulations and Minnesota State law.
  • Issues and advertises solicitations; conducts outreach to vendors for solicitations to ensure that they are aware of our opportunities; researches and solicits MBE, WBE, and Section 3 vendors to ensure that they receive notification of applicable opportunities.
  • Manages issued solicitations by answering questions from vendors and issuing addenda; conducts pre-bid/pre-proposal conferences and walk-throughs with the end-user department; and conducts vendor outreach to ensure adequate solicitation response.
  • Conducts bid opening meetings; receives, evaluates, and analyzes vendor responses to solicitations to determine responsiveness and responsibility; communicates solicitation results to vendors; conducts due diligence and gathers necessary paperwork from the awarded vendor; prepares contract documents and ensures that contracts are properly executed.
  • Communicates and interprets MPHA Procurement policies and HUD procurement guidelines and regulations to MPHA staff and vendors; assists MPHA staff in comprehending contract terms and conditions.
  • Researches cooperative purchasing opportunities for the MPHA; determines if such opportunities are in compliance with HUD procurement guidelines and regulations; gathers necessary paperwork and conducts due diligence for the vendor.
  • Manages and verifies vendors’ certified payrolls for construction projects to ensure employees are paid the appropriate prevailing wage rates and conduct wage compliance interviews.
  • Monitors contracts and cooperative agreements for expiration; initiates change orders and/or determines if the contract is still needed.
  • Assists in resolving contract issues between the end-user department and the vendor; answers questions from vendors as requested.
  • Performs other related duties as assigned.

Behavioral Competencies 

MPHA expects all employees to exhibit the following behavioral skills:

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; and recognizes working colleagues as customers.

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; and persists despite obstacles and opposition.

Effective Communication: Employee is prepared, clear, concise and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

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.

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.

Education and/or Experience 

Bachelor’s Degree in business administration or related field and a minimum of one (1) years of experience in the administration and compliance of public sector procurement and contracts, specifically related to  construction projects. An equivalent combination of education and experience may be considered.

Some positions may require possession of a valid driver’s license. Those positions may also require use of a personal vehicle and evidence of individual automobile insurance coverage, or the ability to be insurable under the Authority’s automobile insurance plan at the standard rate. Must pass a criminal history background check.

 

Technical Skills 

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Outlook) and experience with LCP Tracker. 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. The work environment requires a demonstrated ability to interact effectively with persons from diverse economic, social, and ethnic backgrounds, including new immigrants, limited English language proficiency clients, and clients with a variety of mental health issues and other disabilities.

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

 

About Minnesota NAHRO

Our goal is to be the leading housing and community development organization in Minnesota by promoting strong, viable communities for all Minnesotans, particularly those with low and moderate incomes.

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