Procurement and Records Manager ( 2024060)

Job Summary

This position is open until filled; however, to ensure consideration applications should be submitted by April 22, 2024, at 4:30 p.m.  

Join us as the Procurement and Public Records Manager, a newly created position that will manage dynamic and critical functions of procurement and public records. In this full-time role, you'll spearhead the management of procurement support, public records requests, and records management.  You’ll enhance procurement support, accelerate system improvements, and ensure compliance across operating departments. Collaborating with departments, you'll foster consistency, efficiency, and inclusive conversations. You and your team will work with professionals across the agency, providing them with the training and technical assistance to successfully manage their procurements and respond to records requests.  The work will be performed under the general direction of the Vice President of Support Services and will manage two direct reports: the Procurement and Records Analyst and a Purchasing Technician.

If you're deadline-focused, highly organized, and thrive in a fast-paced, mission-driven environment, we invite you to apply. Your expertise in compliance, training, and systems improvement will contribute to our collaborative and service-oriented team.

The King County Housing Authority 

King County Housing Authority (KCHA), an independent municipal organization, is a high performing nationally recognized leader in affordable housing. To learn more about KCHA and our Mission visit this link. 

We transform lives through housing.

Essential Functions

The Procurement and Records Manager will: 

• Lead a team in procurement, public records, and records management.
• Develop and deliver training on procurement, public records, and records management procedures.
• Provide technical assistance for new procurement staff, addressing unique issues and periodically conducting procurements.
• Review procurement materials submitted by department officers.
• Respond to public records requests.
• Implement improvements to procurement and records management systems.
• Convene and lead interdepartmental teams to identify and address system issues.
• Monitor staff compliance with KCHA procurement, public records, and records management policies.
• Ensure compliance with federal and state laws, regulations, and system improvements.
• Collaborate with the Office of Equity, Diversity, Inclusion & Belonging to address cultural differences and disparities, avoiding barriers in project life cycles.

Qualifications and Competencies

Required Qualifications: 

• Bachelor’s degree AND
• Considerable experience with the Public Records Act (PRA), records management, procurement, and/or managing compliance work within a high-volume transactional environment OR
• An equivalent combination of experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position.

Required Knowledge, Skills and Abilities: 
The successful candidate will have many or all of the knowledge, skills and abilities described below and demonstrate the ability to quickly address any gaps in their expertise:

• Demonstrated ability to effectively navigate a compliance-driven, deadline-sensitive, and high-volume transactional environment, showcasing adaptability.
• Understands technical aspects of the position and continuously builds knowledge, keeping up to date on the substantive and procedural aspects of the position including the ability to:
  • Comprehend complex procurement policies and procedures, records management policy, 2 CFR 200 - Uniform Guidance (Procurement, Records, and Contract Clauses), HUD Procurement Guidance Manual, State of WA Public Records Laws/Regulations, HUD Procurement forms, and Section 3.
  • Demonstrate proficiency in researching, reading, and interpreting federal and state regulations.
• Proficiency in editing and creating bid documents, contracts, leases, and flowcharts/workflow, ensuring thorough documentation and auditability.
   
• Proven experience in budget oversight, planning, and monitoring for a team.
• Demonstrated proficiency in cultivating an inclusive work environment that values and appreciates diversity, treats others with respect, and fosters cooperation.
• Proven capability to offer impactful leadership to both groups and individuals; proficient in cultivating consensus, fostering relationships, and employing customer service techniques; adept at establishing and sustaining effective working relationships with associates, attorneys, bidders, contractors, executive team members, public records requestors, and the general public.
• Demonstrated success in supervising and leading staff, showcasing effective coaching, mentoring, and motivation in a dynamic work environment, including providing real-time feedback and conducting performance appraisals.
• Exceptional program management skills, with the ability to take initiative and effectively prioritize and handle multiple projects simultaneously.
• Evaluates issues, identifies multiple solutions, and executes recommendations, showcasing critical, creative, and reflective thinking.
• Proficient in a variety of arithmetic computations, such as rates, ratios, and percentages.
• Proficiency with MS Office programs and database software.

Special Requirements: 

• Obtain Washington Association of Public Records certification within one year of hire.
• Consent to and pass a criminal records background check.
• The successful candidate will need to have access to reliable transportation to meet the business needs of the Agency.

Position Information and Application Process

Application Requirements:
To be considered for this opportunity, you must:

• Complete the online application profile in its entirety.
• Upload a cover letter that addresses how your experience and education qualifies you to perform the essential functions listed in the job announcement. (Cover Letter)
• Upload a detailed résumé of all educational and professional experience. (Résumé)

Salary & Benefits:
The starting salary range for this position is $98,117.00-$121,174.00 annually dependent on qualifications and professional experience. The complete salary range for this position is $98,117.00-$144,232.00 annually. Performance based merit increase opportunities and COLAs are reviewed on an annual basis. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance, life and long-term disability insurance plans, vacation, sick and personal leave, tuition reimbursement, and retirement benefits are also available. For more details regarding KCHA comprehensive benefits, please visit our benefits page. 

Work Environment:
After initial onboarding, this role will have the opportunity to work remotely in accordance with the KCHA's flexible work arrangements; however, remote work conditions will be reviewed on a regular basis based on business and program need. Employees must reside in Washington State and having the ability to report to the Central Office in Tukwila will be required. Some local travel may be required to support KCHA business needs. 

Physical Requirements:
Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, reaching with hands and arms and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Equal Opportunity:
King County Housing Authority is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.