Job Description
MassAbility is seeking a thorough, detail-oriented and collaborative Procurement Coordinator, who will serve as a coordinator of various procurements and generalist in contracts processing.
Reporting to the Procurement Manager, this person will provide leadership in agency procurements for scenarios including but not limited to Reasonable Accommodation, office supplies and furniture orders, including ordering, bid posting, encumbrance management and bid award. Will manage all parts of the procurement lifecycle. Will also serve as back up for (non-RA) IT procurement for individual employee use. Additionally, this person will be capable of assisting as backup in other Procurement and Contracting related activities.
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At MassAbility, we are driven by a fundamental belief that we are all different but connected - individuals who share a common purpose and who bring our own talents, ingenuity, and perspective to achieve our vision. That belief puts diversity, equity, and inclusion at the center of everything we do. We are keenly aware of the barriers that many of us face as we strive to live life on our own terms. That's why, as a community, we are committed to always being part of the solution. This work is essential to who we are as an organization. Together, we are making a better state possible for everyone. As a team member, you'll join an agency that values a learning and participatory performance culture with an emphasis on high-performance teams, individual contribution/impact, and engagement in activities to promote and support programs, divisions, and the overall agency vision and mission.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
- Practices strategic, best-value procurement, with in-depth knowledge of commodity-related contracts and qualified vendors. Creates clear well written bid posts. Maintains excellent relationships with key vendors. Responsible for the procurement protocol and purchasing of supplies, furniture, equipment, client related items for MassAbility (area and administrative offices) related to participants & agency staff and for Reasonable Accommodation procurements requested by HR. Reviews and inputs requests into COMMBUYS, ensuring compliance with department policy, and with guidance from various state oversight agencies, including but not limited to the Operational Services Division, Office of the State Comptroller and State Motor Vehicle Office and maintains database and tracking sheet, and working with provider organizations for PC (Purchase Commodities) and/or other items.
- Responsible for bill payment and encumbrance requests and may also serve as contact person for vendors' Accounts Receivable. Tracks procurements from request, encumbrance and order, through delivery, to bill payment. Responsible for maintaining cell phone tracking sheet, including adding new employee names and numbers, and timely bill payment of monthly invoices. Provides accurate information on active cell phone numbers and related encumbrances to Budget team and/or CFO. Monitors and enters information in the Procurement Tracker to ensure encumbrances, contracts, and peripheral data are updated in accordance with current practices/compliance.
- Performs related duties in accordance with the conducting reviews and/or reporting associated with bid solicitations (e.g. RFRs/RFPs/RFQs/RFIs), annual qualification, Prequalification (prequal) provider process, and/or Debarment scrutiny associated with provider(s) submissions. Ensures all required forms are accurate and included in the Procurement file and maintains records and prepares reports as needed. Communicates findings of Forms Review with adequate Program and Procurement staff; In addition, reviews, tracks and ensures various procurement documents, such as, solicitations (i.e. Request for Quote/Response), and related documents are current and retained in department repository - SharePoint portal, as well specific agency drives accessible by all agency staff via the VPN).
- Assists in the peer review of co-workers' contracts in CLM/CMDB and Statewide Accounting Systems (i.e. MMARS, Advantage4, etc.). Creates additional job aids (as needed) and adds to unit standard operating procedures - SOPs, in order to document all steps and procedures needed to accomplish unit tasks and responsibilities. Assists in the coordinating and maintaining of agency Master Service Agreement (MSA) contracts and updates such information in Statewide Accounting Systems (i.e. MMARS/Advantage 4) and OnBase in a timely manner. Also involved with creation of Contract Department's end of year procurement/contracts calendar.
- Troubleshoots contract issues with MassAbility staff, providers, Operational Services Division (OSD), and the Office of the Comptroller. Will reach out to oversight agencies (e.g. EHS, OSD, CTR) using specific service portals so that request may be resolved in a timely manner. This person will also be responsible for following up on such requests.
- Provides technical assistance and advice to agency personnel concerning statewide contracts in order to exchange information, resolve problems and ensure compliance with established policies, procedures and standards. In addition, performs testing of agency mandated databases and systems, such as CMDB, CLM, COMMBUYS, Statewide Accounting System (i.e. MMARS/Advantage 4), etc. Properly trained in the CORI process, specific for contracted interns and personnel.
- Prepares and executes necessary vendor code documents for submission to the Office of the Comptroller (CTR) in response to requests from 21+ MassAbility area offices. Maintains documentation of all actions taken. Acts as liaison between field staff, supervisor, and Director of Contracts on pending requests. In addition, prepares and completes Enterprise Invoice Management (EIM) Filter Requests from Program staff, for submission to the EHS/EIM Business Operations unit. This person will act as a liaison, therefore constant communication, between Program Staff and the EHS/EIM Business Operations unit.
- Reviews and enters new vendor and contract information onto the Supplier Diversity Office's (SDO) goods and services portal - The HUB. Follows up with vendor and SDO for updates in an effort to ensure vendor responds and populates appropriate supplier diversity plan (SDP) information in a timely manner. In addition, reviews and serves as back-up on corrective action plans (CAP) from OSD and based on CFO/Director of Procurement guidance; involves appropriate Program staff in an effort to ensure provider corrects and formulates a plan for compliance and internal control issues in a timely manner.
Required Qualifications:
- Knowledge of principles of contract administration including terminology.
- Familiarity with state systems such as Massachusetts Management Accounting and Reporting System (MMARS/Advantage 4), COMMBUYS, and CMDB.
- Proficient utilizing Microsoft Office products including Outlook, Word, Excel, Access and Teams
- Skilled in following oral and written instructions.
- Ability to exercise discretion in handling confidential information.
- Superior tracking skills, ability to develop and maintain useful spreadsheets and/or databases, and produce summary information upon request.
- Timely and accurate response to supply order requests.
- A strong customer service attitude.
Preferred Qualifications:
- Knowledge of laws, rules, regulations, policies, procedures, and guidelines governing procurement in the Commonwealth
- Familiarity with statewide contracts and processes used for executive branch procurement
- Able to create and modify queries in Commonwealth Information Warehouse
About MassAbility
MassAbility provides services that break down barriers and empower people with disabilities to live life on their own terms. Our programs focus on career services, home & community life, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do. We envision a Commonwealth that is open to all, where everyone can seize their true potential and contribute fully to our communities and the world. Together with stakeholders, partners, and allies, MassAbility collaborates, problem-solves, and innovates to bring about a better Massachusetts for everyone-one that is truly equitable, accessible, and inclusive.
For more information about our agency and programs, visit: MassAbility | Mass.gov
Pre-Offer Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form.
For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 and select option 4.
Applicants should submit a cover letter and resume for the Procurement Coordinator requisition.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements:
Applicants must have at least (A) three years of full-time, or equivalent part-time, professional, supervisory managerial or administrative experience in public administration, business administration or business management, and (B) of which at least one year must have been in grants management, contract administration or contract management work, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. An Associate's degree with a major in business administration, public administration, or business management may be substituted for a maximum of one year of the required experience.
II. A Bachelor's or higher degree with a major in business administration, public administration or business management may be substituted for the required experience.
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for the required (B) experience.
Special Requirements: None.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.