Contract Administration Manager

JOB DESCRIPTION

POSITION: Contract Administration Manager

REPORTS TO: Director of Contract Administration DUTIES: See Attached

SALARY: $55,000/annually FLSA: Exempt

WORK LOCATION: Belleville with assignments throughout St. Clair County

REQUIREMENTS AND QUALIFICATIONS:

Good Character

• No serious convictions (consent to criminal background check required); two personal references from local area; ability to be covered under SCCHA's Fidelity Bond.; good driving record.

General

• Familiarity with area; resident of SCCHA service jurisdiction strongly preferred; current or former recipient of federal housing assistance preferred.

Physical Condition

• Ability to perform assigned job duties (post-employment offer) physical examination and substance abuse testing required.

Education

• Associate Degree in construction management or related field as determined by SCCHA. (Note: At the sole discretion of SCCHA college coursework substantially equivalent to an Associate Degree may be accepted and/or additional related work experience may be substituted for formal education requirements).

Experience

• Minimum 3 years of related work experience as determined by SCCHA. Experience in construction management, modernization or multi-family unit rehabilitation, housing programs administration, architecture planning, Section 3 provisions, Section 504 of the Rehabilitation Act, Build America, Buy America (BABA), and the Americans with Disabilities Act (ADA); federal labor standards, federally assisted resident relocation, and / or hazardous materials handling / removal (i.e., lead based paint, asbestos, etc.) desired.

Skills

• Strong organizational and file / project management (both paper and electronic files), ability to read blueprints, site plans and Sidwell maps, strong written and oral communication skills, proficient computer skills including ability to use microcomputer and related software programs (i.e., word processing, data base and electronic spreadsheets) and ability to quickly learn various custom software programs (both those used by SCCHA and/or HUD) are required.

Transportation

• Must always maintain a valid driver's license on file; ability to furnish and willingness to use personal vehicle for SCCHA business when requested and must provide SCCHA with evidence of personal automobile insurance with State minimum coverage amounts, and; must be determined insurable under SCCHA's auto insurance policy.

The above requirements and qualifications are necessary for initial employment and must be maintained as a condition of continued employment. The SCCHA reserves the right to impose additional job-related requirements and qualifications as it deems necessary. Similarly, SCCHA may waive the stated requirements when appropriate to provide for the employment of any person determined to possess the combination of education, work experience, supervisory experience, and job skills to successfully perform the assigned duties.

CONTRACT ADMINISTRATION MANAGER

GENERAL CONDITIONS

• This professional position involves substantial responsibilities requiring experience in construction or procurement in the private and/or subsidized housing field, along with knowledge and familiarity with construction codes and/or improvement contract administration.

2.This employee independently and/or in conjunction with other staff represents SCCHA at meetings and/or discussions with local and federal officials, contractors, architects, engineers, residents and resident organizations, neighbors of SCCHA property locations, and those representing funding sources to plan and implement a variety of housing related activities, capital improvements and modernization. Potential funding sources include but are not limited to HUD (New Construction, Substantial and Moderate Rehab, Public Housing), Rural Development, and/or CDBG. The employee performs a wide range of varied tasks involving contracts for improvement, renovation, and services related to SCCHA-owned and/or managed properties, along with varied program applications.

3.Position is considered a Regular full-time job subject to all provisions of the SCCHA Personnel Policy including an initial 6-month probation and eligibility for full fringe benefits. The position normally involves 37.5 scheduled working hours per week; however, periodic evening and/or weekend work may also be required. This person is exempt from the overtime pay provisions of the Fair Labor Standards Act.

4.All assigned duties will be consistent with the attached "Contract Administration Manager" duties which are subject to periodic change or modification and be performed under the supervision of the Director of Contract Administration (formerly Director of Modernization) subject to all policies and regulations and regulations established by the Board of Commissioners and Executive Director.

CONTRACT ADMINISTRATION MANAGER

DESCRIPTION OF DUTIES

• Conduct planning research and make recommendations involving:

• Funding regulations.

• Land descriptions and ownership.

• Prepare a wide variety of funding and program applications (including, but not limited to the annual Capital Fund [including emergency security grant], RAD [Rental Assistance Demonstration] Conversion, Demolition, Tenant Protection Vouchers, etc. Typical applications include the following and more:

• Completion of required forms including budgets, schedules and permits.

• Review of design plans and specifications.

• Preparation of or arrange for completion of applications for required zoning or building approvals.

• Arrange and supervise appraisal and survey services.

• Plan, supervise and perform modernization implementation including:

• Preparation of contract documentation.

• Processing periodic payments.

• Maintain files and records on financial status of jobs, bidder lists, etc.

• Departmental duties:

• Maintain competency in all regulations and policies pertaining to Capital Fund, procurement, labor relations, Section 3, resident relocation, lead-based paint, asbestos, other hazardous materials, minority participation goals and contract procedures. Monitor all bid and contract paperwork for compliance with policies and accuracy.

• Responsible for overseeing the construction contract process including preparing and issuing, subject to HUD and SCCHA approval, all modernization contract documents, obtaining copies of performance bond, insurance certificates, etc. to complete contract award, contract changes and time extensions ensuring target dates are met.

• Maintain bid specifications, contract forms, insurance certificates, lien waivers, title policies, etc.

• Perform job site visits and inspections, monitor labor and construction-specification compliance and quality of workmanship.

• Prepare periodic status/progress reports as directed by supervisor.

• Maintain familiarity with all aspects of HUD Public Housing Modernization and Development Program.

• Ability to utilize computer using word processing, spreadsheet, and data base management software, along with ability to quickly learn and become proficient in the use of customized software programs (those used by SCCHA, HUD and/or other funding sources).

• Preparation of scope of work, contract specifications, request for proposals, advertisements, etc. including review of all bid documents and contracts ensuring accuracy and correlation of all data and compliance with all SCCHA and HUD policies and procedures.

• Process change orders.
  5.Responsibilities for Capital Fund Program duties of:

a. Submissions of Capital Fund budget.

b. Fiscal close out of Modernization Program.

c. Submission of monthly reports and budget revisions.

d. Responsible for Capital Fund bid advertisements, bid packages, and contract award.

e. Coordinating resident relocation activities and benefits.

• Fill in for Director with appropriate signing authority when Director is out.

• Supervise special application property acquisition, demolition, environmental research.

• Liaison with HUD and other outside entities for problem-solving related to construction, modernization, capital improvements, demolition and other matters / issues related to department activities.

• Other duties as assigned.

T HIS IS AN EQUAL EMPLOYMENT OPPORTUNITY

Job Requirements

This is a full-time position for work in the SCCHA Belleville Office, with routine travel to locations throughout St. Clair County. The position is directed towards a person with experience and knowledge in construction management, modernization / capital improvements / rehabilitation of public housing and other federally assisted properties, and/or federal housing program administration. Preferred candidates will have a minimum of three years of related work experience (as determined by SCCHA).

A minimum of an Associate Degree Construction Management or related field (or minimum of 64 semester hours college) as determined by SCCHA; ability and willingness to use personal car for SCCHA business and be insured under SCCHA's automobile insurance policy; strong personal computer skills including ability to use microcomputer and related software programs (i.e., word processing, data base and electronic spreadsheets), along with ability to quickly learn job-related custom software programs (SCCHA, HUD and potentially other federal and/or state agencies). Capital Fund Program administration training and certification by Nan McKay and Associates (or other industry provider) is required and may be completed during the initial evaluation / probationary period.

Good interpersonal skills and ability to compose and prepare business / professional level correspondence is essential for this position. The preferred candidate will have familiarity, knowledge, experience with Section 3 provisions; Section 504 of the Rehabilitation Act, Build America, Buy America (BABA), and the Americans with Disabilities Act (ADA); federal labor standards / prevailing wage rates; federal resident relocation requirements, hazardous materials handling / removal as related to older property renovations (such as lead base paint, asbestos, etc.), ability to read blueprints, site plans and Sidwell maps.

Interested applicants are encouraged to obtain a copy of and review the complete job description to understand the duties of the position, position requirements, and needed knowledge, experience, skills, and abilities more fully.

Applicants must meet experience and various other required qualifications to be considered. SCCHA reserves the right to impose additional job-related requirements and qualifications as it deems necessary and appropriate. SCCHA may also waive a stated requirement(s) when appropriate to provide for the employment of any person determined to possess the combination of education, work experience, and job skills to successfully perform the assigned duties. SCCHA's Employment Application and the Job Description for this position are available upon request by contacting:

Shanae Golliday-Anderson, Administrative Director

St. Clair County Housing Authority

1790 South 74th Street

Belleville, Illinois 62223

Interested applicants must submit an SCCHA Application for Employment form and may submit a resume and related materials to document their experience, education, and training.

The SCCHA reserves the right to verify application information, conduct selective interviews and make the final decision regarding applicant appointment to this position.

DEADLINE: 4:00 P.M., Friday, May 24, 2024

Education

Associate Degree

Union

Non-Union position

Shift Type

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