Contract Compliance Analyst

Job Description

Job Description

Salary: $40,000 - $60,000

The Contract Compliance Analyst is responsible for overseeing the solicitation process, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs). The incumbent will oversee and monitor contracts to ensure compliance with contract requirements. Additionally, the analyst will be responsible for analyzing data to ensure that all contracts and vendors do not exceed the contract amount or the New Jersey threshold. This role includes conducting on-site audits, evaluating the effectiveness of contracted goods and services, and ensuring compliance with federal and state labor standards, including the Davis-Bacon and Related Acts and the New Jersey State Prevailing Wage Act.

The Contract Compliance Analyst will also manage outreach to local and disadvantaged-owned businesses, monitor compliance, recommend corrective actions, prepare reports, and support the broader goals of the Newark Housing Authority (NHA). The incumbent will be responsible for managing communications with stakeholders, including vendors, contractors, and government agencies, to ensure alignment and transparency in contract management. Additionally, the analyst will identify and mitigate risks associated with contract compliance, contributing to the overall effectiveness and integrity of the NHA's procurement processes.

Essential Duties and Responsibilities

The statements below describe this position's general nature and scope of work. This is not a complete listing of all required responsibilities, duties, and skills. Other duties may be assigned.

• Support the Director of Procurement and Contracts: Assist in developing and implementing strategies to ensure contract compliance across all projects.
• Collaboration: Work closely with the procurement team to develop, publish, and maintain a monthly contract procurement report, provide subject matter expertise in procurement policy and procedures, and ensure alignment with business objectives while adhering to all applicable laws and regulations.
• Solicitation Management: Oversees the review and selection process from beginning to end, including RFPs, RFQs, and IFBs. Draft. Monitor contractor compliance with contract requirements and conduct on-site audits to evaluate the effectiveness of goods and services.
• Fleet Management: Oversee the lease and rental of vehicles from Enterprise Fleet Management.
• Data Analysis: Analyze procurement history data to recommend methods for cost-effective purchases and achieving savings.
• Compliance Operations: Provide efficient processing and delivery of contract compliance operations to minimize business risk and ensure compliance through effective processes.
• Labor Standards Compliance: Monitor compliance with Davis-Bacon and prevailing wage requirements through payroll reviews and site visits. Investigate labor standards violations and recommend actions such as suspension or debarment where necessary. Prepare and submit the annual HUD-4710 Semi-Annual Enforcement Report for Davis-Bacon Compliance.
• Affirmative Action and Contract Compliance: Ensure compliance with Essex County, New Jersey State, and federal laws, including affirmative action and contract compliance requirements. Compile and analyze data for various reports, including HUD 2516 and HUD 60002, to demonstrate program compliance.
• Contract Oversight: Perform high-level administrative duties related to contract oversight and monitoring, including responding to inquiries about contract obligations, writing complex reports, and representing the Authority at professional events.
• Training and Outreach: Train staff and contractors on labor standards, contract compliance, and affirmative action requirements. Provide technical assistance to contractors to support compliance and extend subcontracting opportunities to local and disadvantaged business entities.
• Compliance Tracking: Implement and maintain a computerized database system for compliance tracking. Monitor and coordinate the approval process for proposed contracts and maintain a local and disadvantaged business directory.
• On-Site Reviews: Conduct on-site reviews of NHA contractors to ensure compliance with contracts and laws. Identify, review, and resolve non-compliance issues, conducting research and analysis to recommend appropriate next steps.
• Collaboration: Work with compliance counterparts throughout NHA and the broader public housing and business communities.
• Other Duties: Perform other duties and responsibilities as assigned.

QUALIFICATIONS

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

Education: Bachelor's degree in Business Administration, Public Administration, Law, or a related field.

Experience: Minimum of 3-5 years of experience in procurement, contract management, or a related field, with a strong focus on compliance.

Skills:

• Strong understanding of federal and state labor standards, including Davis-Bacon and the New Jersey State Prevailing Wage Act.
• Excellent negotiation, communication, and interpersonal skills.
• Ability to conduct detailed audits and evaluations of contracted goods and services.
• Proficiency in data analysis and report preparation.
• Experience with contract management software and compliance tracking systems.
• To perform this job successfully, an individual should have strong computer skills (MS Word, MS Excel, MS PowerPoint, and MS Outlook).

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to stand and walk. The employee must occasionally lift and move up to 15 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office environment, moderate noise level.

BENEFITS

Fulltime employees are offered Health, Vision, Dental, Life, LTD, STD, and Rx Plan, benefits after 60 days of employment