Procurement, Contract and Section 3 Compliance Manager

This is highly responsible position involving a diversity of duties, including extensive program and contract analysis, data and information collection, compliance monitoring, preparation of proposals, reports, compliance oversight responsibilities and other duties which may involve training.  Position works with PHA's internal departments, contractors, vendors, residents, the general public, HUD, DOL, municipal partners and developers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Lead all activities, issues and assists in the evaluation and award of formal RFPs, IFBs, RFQs and other solicitations.
• Review justifications for sole source and other limited procurement requests; prepare sole-source documentation and obtains signature of CEO.
• Conduct extensive analysis of contractor payroll data for HUD regulatory compliance, identifying non-compliance issues and notifying all stakeholders related to that contractor.
• Prepare statistical analyses and reports as requested or required to confirm PHA's Section 3 compliance.
• Collect data and information in all areas of the contractor's operations and manages and maintain those records with great integrity.
• Research and prepare reports on contract compliance.
• Input and maintain computerized data bases and other computerized programs for use in assignments.
• Develop a daily working system to allow for maximum attention to detail and contractor interaction as necessary to receive, input and manage all compliance data.
• Oversee all PHA contract compliance and communicates with all company personnel to achieve maximum productivity and compliance at all times.
• Compliance monitoring and/or internal/external auditing to review payroll data and operations to evaluate them and to insure their integrity and accuracy in compliance with the HUD regulations.
• Review reports of contractors to advise the PHA staff and the contractors and clients of status of any non-compliance issues.
• Conduct investigations of issues of non-compliance as identified or as assigned and works to resolve efficient resolution
• Stay abreast of changes in federal and state wage rates, federal and state debarred listings.
• Prepare documents such as quarterly and annual reports, including writing, editing and formatting as required.
• Must be able to maintain strict confidence of all company related data and payroll records of contractors. No hard (paper) copies of data will be maintained after it is imputed in the data base.  All paper materials must be shredded, immediately.
• Ensure every PHA solicitation includes compliant HUD, PHA and Section 3 notification language.
• Regulate Section 3 compliance with contractors, subcontractors, Section 3 business concerns, resident-owned businesses and Section 3 residents.
• Ensure all potential and current contractors are aware of PHA's procurement plan, Section 3 plan, Davis Bacon, and other wage requirements and hiring practices.
• Provide a list of qualified Section 3 residents to contractors, subcontractors, Section 3 business concerns and resident-owned businesses.
• Coordinate and monitor a contract and Section 3 reporting system.
• Conduct preconstruction conferences with contractors, subcontractors, Section 3 business concerns and resident-owned businesses to ensure all contract and compliance obligations are understood.
• Review weekly payroll submittals and certified payroll for compliance, as required, ensure that appropriate compensation is paid to contractor's employees and labor costs are appropriated, correctly.
• Facilitate the complaint procedure for Section 3 residents and business concerns, and contractors.
• Monitor and assist with procurement, contract and Section 3 efforts throughout PHA.
• Post and update procurement and Section 3 information on the PHA website.
• Advertise solicitations on the website and local newspapers.
• Develop and implement a procedure to notify Section 3 residents about upcoming training and employment opportunities.
• Monitor the Section 3 resident hiring process and document Section 3 hiring within PHA.
• Promote Section 3 among public housing residents, housing choice voucher participants and other PHA affiliates.
• Post employment and training opportunities throughout the public housing properties and communicate it to the Resident Programs (Human Services) participants.
• Represent the PHA at meetings or with contractors and resident organizations, as assigned.
• Work closely and cooperatively with PHA staff and contractors to facilitate planning, program operations, etc. to enhance compliance.
• Inputs and maintain databases, such as:
  • Qualified Section 3 residents actively seeking employment;
  • Qualified Section 3 business concerns and resident owned businesses;
  • Bidders lists;
  • Procurement efforts and solicitations;
  • Contracts, amendments and modifications;

Current Openings for Procurement, Contract and Section 3 Compliance Manager Jobs at Rockford Housing Authority