Contract Administrator Officer

DEFINITION

Under the general direction of the Executive Director or their designee, the Contract Administrator Officer will serve as the designated representative of California Affordable Housing Initiatives, Inc. (CAHI) including overseeing all operational, asset management and strategic functions of the organization. Performs contract administration duties for federal and local initiatives as assigned. Provides primary oversight for the Annual Contributions Contract (ACC) with the Department of Housing and Urban Development (HUD) for Project Based Contract Administrator (PBCA) services. Administers contracts with third-party service providers as required. Supports advocacy efforts of the organization at the local, state, and federal level. May supervise and lead staff as assigned.

ESSENTIAL FUNCTIONS

• Administers the ACC through the implementation of all operational aspects of the PBCA program with HUD required to successfully support the contracts, properties and owner/agents assigned to CAHI; and

• Administers, or operates, the PBCA program through either a third-party contractor or oversight of an in-house staffed operation; and

• Maintains continuous lines of communication, keeping the Executive Director informed of all critical issues involving the organization, community, programs, and initiatives; and

• Develops, coordinates, and manages key deliverables and milestones; and

• Responsible for all compliance and regulatory reporting for the PBCA program including monitoring compliance and completion of tasks outlined in the ACC; compiles data summary reports for monthly property reviews; prepares annual or quarterly reports for HUD and/or other regulatory, governmental or partner organizations as required; and

• Conducts site visits to PBCA properties for Quality Assurance; and

• Functions as primary liaison with HUD and the HUD Contract Administrator related to the PBCA program; and

• Functions as primary liaison to the owner/agents, owner/agent organizations and tenants of properties serviced by CAHI through the PBCA program; and

• Functions as primary liaison to communities where properties served by CAHI, through the PBCA program, are located, including relationships with local government and service organizations to establish a support network for tenants and properties serviced through the PBCA program; and

• Monitors the compliance with financial processes and procedures to ensure fiscal control and accountability for the PBCA program and all financial assets and resources of CAHI; and

• Manages the day-to-day operational requirements, maintenance, and strategic asset management planning for all CAHI-owned properties; and

• Prepares and administrates capital needs and annual operating budget for CAHI; and

• Prepares reports and conducts analysis of CAHI financial performance; and

• Responsible for facilitation of meetings, regulatory compliance, and governance related issues for CAHI Board of Directors and other non-profit boards as assigned; and

• Provides research and support for governmental relations and advocacy activities for CAHI; and

• Participates in meetings with public and elected officials as requested; and

• Participates in local, state-wide, regional, and national industry organizations related to the work of CAHI and the PBCA program; and

• Makes presentations and conducts training sessions on PBCA program requirements to owner/agent groups, at industry association events and for internal Oakland Housing Authority groups; and

• Ensures compliance with CAHI and Oakland Housing Authority policies and procedures, and with established guidelines rules and regulations of HUD; and

• Responsible for organization and oversight of all activities related to HUD procurement requirements including facilitation of response(s) to PBCA program re-bid and contract initiatives.

MARGINAL FUNCTIONS

Performs other related work as required.

MINIMUM QUALIFICATIONS

Bachelor's degree in business or public administration or a related field.

Five years of highly responsible experience involving contract administration and asset management. Prior experience with HUD programs preferred.

Possession of a valid California driver's license and an insurable driving record.

Equivalent combinations of education, training and experience will be considered.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF: principles and practices of contract administration; legislation governing the HUD contract administration process; government contracting rules and regulations.

ABILITY TO: interpret policies and practices; negotiate, evaluate, and implement contracts; prepare statistical reports; communicate clearly, concisely, and effectively both orally and in writing, with diverse populations, including low-income individuals, OHA staff and senior management, community members, service providers, and public officials; use office related software including but limited to Microsoft 365; develop long-term plans consistent with established goals, objectives and available resources; assess and resolve problems effectively and efficiently; prepare and administer complex budget; adapt to changes in budget and priorities; prioritize work and ensure timely completion; use quantitative and qualitative research methodologies to capture and interpret information; present ideas effectively, orally and in writing; establish and maintain effective working relationships with regulators, elected officials, government agencies, and the business community; use initiative, prudence and sound judgment within general policy and legal guidelines in politically sensitive situations; maintain and foster effective positive working relationships with those contacted in the course of work, including the media and various public groups; supervise, train, and evaluate administrative and paraprofessional staff to ensure a high level of work performance and productivity. Embody the agency’s mission, strategic vision, and leadership goals each day with fervor and commitment.

TO APPLY: Please complete an employment Application online at www.oakha.org. The deadline is May 8, 2024 8:59pm EST.

ADDITIONAL INFORMATION FOR APPLICANTS

Thank you for your interest in employment at the Oakland Housing Authority.

To apply for this position, applicants must complete and submit an online application at www.oakha.org by the date indicated; a current, detailed resume may be attached but will not be accepted in lieu of a completed employment application.

All applications and resumes will be carefully screened. Those applicants whose education and experience most closely match the requirements of the position will be invited to compete in the examination process. Candidates who compete successfully in this examination will have their names placed on a List of Qualifiers. An appointment will be made from the List. For some positions, an experience/training rating and/or written evaluation of candidates will be used in lieu of the oral examination. The names of the highest-ranking candidates will be placed on the List of Qualifiers, and the final selection will be made from this List. College degrees or units required for the position will be verified prior to final appointment. If this information cannot be verified for a candidate, the candidate's name will not be placed on the List of Qualifiers. All appointments are subject to the approval of the Executive Director.

All prospective employees must pass a physical examination and drug screening by an Authority-designated physician. A pre-employment criminal history background check will also be conducted for all positions. For positions requiring use of an Authority vehicle, candidates' driving records will be checked prior to appointment. To be eligible for appointment, each candidate must possess a valid California Class C driver's license and a driving record acceptable to the Authority's insurer. All prospective employees must also provide proof of American citizenship, or legal resident status and the legal right to work in the United States.

Prior to becoming permanent, new employees must successfully pass a probationary period.

BENEFIT INFORMATION

Employees of the Authority enjoy a competitive fringe benefit program.

SICK LEAVE is accrued at the rate of one day per month.

VACATION LEAVE for new employees is accrued at the rate of 10 days each year. There are also fifteen (15) paid holidays each year.

RETIREMENT - The Authority is a member of the Public Employees' Retirement System (PERS). The Authority also participates in Social Security.