Procurement & Contracts Assistant

Position Objectives

OAKLAND HOUSING AUTHORITY

PROCUREMENT & CONTRACTS ASSISTANT

(Project up to 36 months)

SALARY: $3,546.63 - $3,916.02 / Biweekly $92,212.38 - $101,816.52 / Annually

CLOSING DATE AND TIME: Wednesday, October 21st, 2026 at 8:59 pm PST

DEFINITION Under general supervision, performs administrative and clerical duties in support of procurement, contracting, and compliance functions. Assists Contracts Specialists and other procurement or compliance staff by completing purchasing-related tasks, maintaining documentation, and relieving professional staff of routine administrative workload. Work involves processing procurement documents, maintaining records, and supporting contract administration activities that require accuracy, attention to detail, and familiarity with purchasing procedures. This classification is part of the Contract Compliance and General Services Department and functions as a support role within a team of Contracts Specialists. Assignments are primarily administrative and less complex than those performed by Contracts Specialists, who are responsible for conducting full procurement cycles, developing solicitations, and negotiating contracts. Procurement & Contracts Assistants focus on document processing, recordkeeping, and administrative coordination that facilitate the overall procurement and contracting workflow.

ESSENTIAL FUNCTIONS

• Receives and analyzes purchase requisitions, ensuring all required procurement documentation is attached and the purchase is compliant with the Authority’s procurement policies and procedures before approving; and
• Assisting Contract Specialists and department staff in keeping procurement records accurate, current, and complete; and
• Maintaining organized procurement files, including all contracting correspondence and supporting documentation; and
• Proofreads prepared specifications, bids, and purchase orders for completeness; and
• Linking Purchase Orders to Contracts in the Contract Module; and
• Assisting in the mass closing and opening of Purchase Orders; and
• Pulling reports from Yardi to identify purchasing trends; and
• Obtains competitive quotations in accordance with the Authority’s Procurement Policy; and
• Evaluates, tabulates, and recommends awarding contracts or purchase orders; with an emphasis on those under the small purchase threshold; and
• Issues purchase orders and other contract-related documents to vendors and department staff once documents are fully executed; and
• Maintains vendor mailing list for alerting vendors of procurements; and
• Assist Contract Specialists and department staff with posting of solicitations and assisting with pre-proposal conferences; and
• Assists in the preparation for, and attends bidder’s conferences, business outreach meetings, vendor fairs, and other purchasing-related events; and Docusign Envelope ID: 7DEB993D29B54F23--4392463D-8-831F579-8-820727E-7-400542D58DA4AE1A1454D7
• Maintains databases and data on procurement and contracting website; and
• Assists with accumulating, sorting, and delivering all agency mail as well as mailing out any needed procurement documents, letters, notices; and
• Ensure accurate reporting of agency contract records by updating the procurement system with all documented contract actions, including exercised option terms, amendments, contract termination letters, contract completion letters, and other applicable changes; and
• Preparation of procurement documents such as option term letters, contract amendments, contract completion letters, contract termination letters, award and non-award letters, and other procurement-related documents as assigned.
• Performs contract close-outs to ensure that the procurement file is complete and has all required documentation; and
• Provides administrative support to the CCGS department staff.

MARGINAL FUNCTIONS

• Performs related duties as assigned.

MINIMUM QUALIFICATIONS

Three years of experience in procurement or buyer-related experience, and an associate's degree in business administration or a related field; or A bachelor's degree in business administration or a related field, and one year of procurement or buyer-related experience. A valid California driver’s license and the ability to maintain insurability under the Oakland Housing Authority’s vehicle insurance. Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese, and/or Spanish are a plus. Equivalent combinations of education, training, and experience will be considered.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• HUD procurement is desirable;
• Experience with Yardi PayScan is desirable, or a comparable financial system;
• Modern office practices and procedures, including business correspondence, filing, typing, data entry, and standard office equipment operations.

ABILITY TO:

• Effectively use computer-based data processing systems;
• Perform basic mathematical procedures, including computing interest, percentages, discount, and unit prices;
• Communicate effectively, both orally and in writing;
• Establish priorities and organize time;
• Understand and follow instructions and procedures;
• Read and comprehend general and technical information;
• Establish and maintain effective professional working relationships with co-workers, management, partner agencies, and the community.

TO APPLY: Please complete an employment Application online at www.oakha.org. Applications must be received by Wednesday, October 21st, 2026 at 8:59 pm PST.

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.

Benefits

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. HEALTH, DENTAL, AND VISION INSURANCE is available. GROUP LIFE INSURANCE is fully paid by the Authority. Management, supervisory, professional and confidential employees are also entitled to a management benefit package allowance and five days of administrative leave per year. The Oakland Housing Authority does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, veteran's status or disability in the employment or the provision of services. In compliance with the federal, state and local disability laws, the Oakland Housing Authority will provide equal employment opportunities to all qualified individuals, without regard to disability. The Authority is committed to making reasonable efforts in the examination process to accommodate applicants with disabilities. Individuals requesting reasonable accommodation in the examination process must do so no later than five (5) working days after the point of invitation by the Authority to an examination, otherwise it may not be possible to arrange accommodation for this selection process. The Human Resources Department will make reasonable efforts in the examination process to accommodate disabled applicants. Applicants with special needs, please call (510) 874-1575 (voice); (510) 832-7331 (TDD).