Chief of Procurement

JOB TITLE: Chief of Procurement FLSA STATUS: Exempt

REPORTS TO: Chief Operating Officer PREPARED DATE: 11/13/2026

SUMMARY: The Procurement Chief is responsible for assisting staff with coordinating the purchasing of materials, products and services including maintenance contracts, capital improvement contracts, professional service contracts, consultant services, etc. The Procurement Chief is responsible for bid management, assisting staff with contract management, proposal management and oversight, purchasing and related financial control. The salary for this position is contingent upon experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Plan, develop, organize, implement, direct and evaluate the organization’s procurement function and performance.

§ Participates in and supports all required internal and external audits related to procurement activities. Ensures the timely preparation, collection, and submission of pertinent documentation, records, and information requested by auditors. Responds to audit inquiries, provides clarification regarding procurement policies, procedures, and practices, and assists in addressing audit findings and implementing corrective actions, as necessary, to ensure compliance with applicable federal, state, and local regulations.

§ Develops and implements purchasing procedures and policies to obtain quality goods and services at the lowest cost; assures that procedures comply with federal and state procurement regulations.

§ Develops and implements standards and procedures to ensure contractors provide quality and cost efficient services; advises staff on contract laws, policies, regulations, contract development, monitoring, accounting and auditing requirements.

§ Responsible for all contract documents; oversees specifications, drawings and other contract requirements.

§ Assists with the assembly of bid packages and ensures bid packages are in compliance with HUD, state and federal regulations.

§ Responsible for bid advertising, bid opening, bid evaluation and award.

§ Enforces staff compliance with established contracting and purchasing policies and procedures.

§ Monitors the selection of vendors and the award of purchase orders; controls master file on vendors and ensures all purchasing records have proper backup detail to ensure a good audit.

§ Researches new vendors or products to develop new sources of supplies.

§ Develops training programs, prepares training manuals; creates ways and means to expand professional development in contracting and purchasing.

§ Provides technical assistance and training to staff regarding the contract management process.

§ Serves in an advisory capacity to assist other departments in obtaining specifications, quotations, delivery, terms and cost keeping in mind the standardization of materials at all times.

§ Develops methods to increase and maintain minority business participation on all Authority purchases and contracts.

§ Writes monthly and special activities report.

• Maintains a safe work environment and exhibits safe work practices.
• Pursue personal development of skills and knowledge necessary for the effective performance of the role. Attend training to further develop relevant knowledge, techniques and skills.
• Performs other related duties as required.
• Flexibility to work outside normal work hours, as required.

MEASUREMENT:

§ Ensures bid packages are in 100% compliance with HUD, state and federal regulations.

§ Increase minority business participation on all Authority purchases and contracts by 5%.

§ Retain minority business participation on all Authority purchases and contracts by 90%.

§ Accurate and timely monthly and special activities report at or above 98%.

• Follow-up on all inquiries within one business day.

TEAMWORK:

• Demonstrate and promote a spirit of cooperation and teamwork throughout the organization.
• Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively.
• Improve personal performance on a continual basis.

CUSTOMER SERVICE:

• Provide responsive, professional and diplomatic customer service.
• Answer customer calls and correspondence quickly and pleasantly.
• Communicate with internal customers and residents in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term relationships.
• Immediately address any internal customers and residents’ concerns and request the involvement of other personnel as required. Notify manager of any major concerns and the action taken to resolve.

SAFETY:

• Use and promote safe work practices in the office and in the field.
• Follow all company safety programs and report any non-compliance to your manager.
• Notify manager or safety personnel of any unsafe conditions.

SUPERVISORY RESPONSIBILITIES

• Provides direct supervision for:
• Procurement Analyst
• Administrative Assistant

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Bachelor’s Degree in Business Administration or other related field required.

§ Eight years of progressively responsible business experience in large scale contract administration, purchasing and material control.

§ Three years' supervisory experience in a related field.

COMPUTER SKILLS:

• Expertise with 365 MS Office Suite
• Ability to use software applications related to purchasing and contracts.

CERTIFICATES, LICENSES, REGISTRATIONS:

• None.

LANGUAGE SKILLS:

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers and the general public.

MATHEMATICAL SKILLS:

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

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.

• Working 40 hours/week, scheduled in 8 hour shifts.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone.
• The employee frequently is required to sit.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is occasionally required to bend, carry, and kneel.
• The employee may occasionally lift and/or move up to 25 pounds.

OTHER REQUIREMENTS:

§ Demonstrated knowledge of the principles and practices of contract and purchasing administration and management;

§ Demonstrated knowledge of business methods, markets and purchasing practices.

§ Demonstrated knowledge of public purchasing.

§ Demonstrated knowledge of federal and state laws, rules and regulations governing contract management and procurement regulations.

§ Ability to interpret and apply regulations.

§ Demonstrated ability to supervise the work of others.

§ Demonstrated ability to organize and maintain complex records.

§ Demonstrated ability to exercise independent judgment.

§ Demonstrated ability to uphold high ethical standards in purchasing.

§ Demonstrated ability to communicate effectively verbally and in writing.

• Professional appearance
• Mobility within the office
• Willing to travel locally as required
• Able to prove U.S. Employment eligibility
• Ability to pass drug screening
• Valid driver’s license
• Flexibility to work overtime/weekends, as required

COMMITMENT LIMITATIONS:

• May not make a non-budgeted, emergency expenditure or commitment of WHA in excess of $2,500.00.

BUSINESS BEHAVIOR / ANTI-TRUST:

Do not discuss with competition (includes other housing authorities without manager’s consent):

• WHA price, costs, profits, or terms of sale
• Person or companies with whom Wilmington Housing Authority will or will not do business
• Geographical areas of operations

CONFIDENTIALITY / CONDUCT:

• May not divulge any confidential personnel/corporate policy.
• Will not engage in gossip or other unprofessional conduct
• May not make changes in their Job Description, Standards of Performance or quarterly objectives without consultation with manager

Pay: $82,000.00 - $90,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person