PBCA Contracts Processing Associate

Position Title: PBCA Contracts Processing Associate
Classification: Non-Exempt
Reports To: Contracts Supervisor
Department: CMS
Job Type: Regular
Job Status: Full Time
Grade: 28
Union: OPEIU represented position
Work Schedule: Regular Business Hours
Amount of Travel Required: None
Positions Supervised: None
Work Location:  Remote or Hybrid

Starting Pay Range: $23.97 per hour Grade 28/Step 1 for all new employees
Full Salary Range: $23.97 - $34.92 per hour
Closes: Open until filled with priority given to applications received by Monday, November 20, 2023 at 5:00pm.

Are you looking for a place to work that really cares about our community and is committed to making a difference? Then the Bremerton Housing Authority is the place for you! Come join our team.

At Bremerton Housing Authority our mission is to provide high quality, stable and sustainable housing and related services to people who have limited financial means. Our work is to help our clients to become economically self-sufficient, while at that same time strengthening communities. We use our public and private resources efficiently and effectively. It is our goal to do this all while helping our employees to grow both personally and professionally.

If you’re looking for a great benefit package, we have that as well!

• Accrue 150 hours of PTO in your first year
• Accrue up to 69 hours of Sick Leave per year
• 13 Paid Holidays annually
• Longevity pay available for years of service
• Medical & Vision Insurance -90% Employer Paid
• Dental Insurance- 100% Employer Paid
• Washington State Retirement
• Deferred Compensation
• Life Insurance
• Short -Term & Long-Term Disability Insurance
• Tuition Reimbursement
• Employee Assistance Program
• Telecommute or Hybrid Opportunities Available for Residents of Washington or Nebraska only
• And more!!

POSITION SUMMARY
This position provides a broad range of support to the contracts team and contributes to the overall effectiveness of the department and the organization. Assignments may include but are not limited to: document review, tenant paid utility allowance analysis, track and distribute working files, review and approve letters submitted by Owner/Agents, generate Auto OCAF letters, research and send out Contract/Funding renewal notifications and distribute funding received from HUD.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Summaries

• Input and review data, particularly numbers, in spreadsheets and software.
• Analyze data on contractual and other documents.
• Input, calculate and prepare tenant paid utility allowance analysis, ensuring regulations and HUD guidance are followed.
• Assign contract renewal and rent adjustment submissions to appropriate staff.
• Review and approve letters prepared by Owners/Agents for accuracy, ensuring regulations and HUD guidance are followed.
• Generate Auto OCAF correspondence.
• Send out Contract Renewal and Funding Renewal Notifications.
• Send out weekly funding reminders to HUD.
• Intake and distribute to contract’s team funding received from HUD.
• Copying, faxing, spreadsheet upkeep and review.
• Run reports and review invoice monthly.
• Back up PBCA Contract Specialist I and other duties as assigned.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare responses to correspondence containing routine inquires.
• Other duties as assigned,

POSITION QUALIFICATIONS

Required Education and Experience

Education: High School Graduate or General Education Degree (GED): Required
Associates Degree (two-year college or technical school): Preferred, Field of Study: Business, Public Administration, Accounting, or related field.

Experience:

• 2 or more years of experience in an office setting utilizing Microsoft Office software programs, spreadsheets and/or data bases.
• Experience must include reviewing documents for accuracy and interpreting legal, regulatory and/or contractual documents such as working in the affordable housing, real estate, mortgage, banking, loans escrow, or comparable industries.
• One (1) or more years of experience working with the Project Based Section 8 program with the Housing and Urban Development (HUD) or other closely related field.

Bremerton Housing Authority has the discretion to accept any other equivalent combination of education and experience when relevant.

Computer Skills: Experienced user of Microsoft Office software programs (Excel, Word, Outlook), spreadsheets and/or databases.

Various office equipment such as ten-key. copiers, fax machines, scanners, mail machines, etc.

Other Requirements: Must be a resident of either the State of Washington or Nebraska.

Required Competencies

• Accountability - Ability to accept responsibility and account for their actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Team Builder - Ability to convince a group of people to work toward a goal.
• Technical Aptitude – Performance Based Contract Administration (PBCA) Programs - Ability to comprehend complex technical knowledge and terminology of Project-Based Section 8 housing programs and applicable federal, state and local laws within the first six months in the position.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

WORK ENVIRONMENT
The employee primarily sits at a desk but has the opportunity to move about at will. Hand-eye coordination is necessary to operate various types of office equipment. The employee will occasionally lift and carry up to 20 pounds. The employee will need good listening abilities and may be exposed to noise from basic office machine operation.

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5 hrs/day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)
C (Constantly) Position requires this activity more than 66% of the time (5.5 hrs/day)

Physical Demands                     Lift/Carry
O Stand                                       O 10 lbs or less 
O Walk                                         O 11-20 lbs 
F  Sit                                             N 21-50 lbs
F  Manually Manipulate                N 51-100 lbs
O  Reach Outward 
O  Reach Above Shoulder            Push/Pull
N  Climb                                       O 12 lbs or less
N  Crawl                                       O 13-25 lbs.
N  Squat or Kneel                         N 26-40 lbs.
O  Bend                                        N 41-100 lbs 
O  Grasp
O  Speak

Other Physical Requirements
• Vision (Near)
• Sense of Sound - listening to instructions and customer comments