Job Description
The Department of Children and Families (DCF) is seeking a detail-orientated and self-driven individual who possesses a positive and collaborative attitude. Someone who is knowledgeable with contracting, procurement policy, and procedure as well as some supervisory experience; to fill the role of Senior Procurement and Contracts Coordinator in DCF's Procurement and Contracts Unit.
The Senior Procurement and Contracts Coordinator is a supervisory-level position that will provide the selected candidate with an opportunity to be a senior member of the Procurement and Contracts unit and take part in leading procurement and contract activities for DCF. In this role the selected candidate will help with the planning and coordination of routine operations of procurement and contracts, assessing current policies and procedures, as well as recommending improvements and implementing changes. The Senior Procurement and Contracting Coordinator will support contracting activities for the agency in direct collaboration with the Contracts Analyst and work with the Contracts and Purchasing Specialist, they will conduct and oversee matters related to the purchasing of office/administrative goods as well as provide support and/or direct the development of Requests for Responses (RFRs) and Requests for Quotes (RFQs) to procure and contract for a variety of services to meet the needs of the children and families DCF serves. DCF's annual appropriated budget is more than $1.5 billion, of which more than sixty-five percent (65%) of those dollars are procured and contracted by the members of this unit; all of which is either directly or indirectly in support of DCF's mission of protecting children from abuse and neglect to ensure they can grow and thrive in a safe and nurturing environment.
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The person in this role will take part and oversee data entry of unit-related information into the MMARS (Massachusetts Management Accounting Reporting System) system as well as DCF's internal management system iFamilyNet; ensuring that the information in both systems is up-to-date and accurate. The selected candidate will also be expected to provide direct support to the Procurement and Contracts Manager with matters relating to Provider Financial Qualifications, DCF's implementation of and compliance with the Commonwealth's Supplier Diversity Program (SDP), the Small Business Purchasing Program as well as the entry and upkeep of information into the PDM system (Provider Data Management).
Duties and Responsibilities (these duties are a general summary and not all inclusive):
Procurement:
- Maintain and monitor the procurement schedule for all department competitive procurements via RFRs and RFQs.
- Oversee the preparation and maintenance of DCF's procurement files in the SharePoint system in compliance with Operational Services Division (OSD).
- Assist in the coordination and development of RFRs and RFQs in collaboration with the unit's Director and Manager as well as other unit staff, including leading and serving on Procurement Management Teams (PMTs), where they may help review content as well as provide feedback and advice regarding RFRs and RFQs, posting on COMMBUYS, evaluating responses, and notifying vendors of awards.
- Assist the unit's Director and Manager with the unit's Standard Operating Practices (SOP) manual, including an RFR Manual, the internal RFR Template, and internal RFR guidance to help guide program staff in their development of RFRs and RFQs.
- Help implement and integrate new policies and procedures into DCF procurement practices in collaboration with the other unit members in compliance with oversight agency guidance. Applicable oversight agencies include OSD, Comptroller (CTR), Executive Office of Health and Human Services (EOHHS), and Supplier Diversity Office (SDO).
- As needed, attend and contribute to OSD, CTR, EOHHS, and SDO meetings regarding procurement matters as needed.
Contract Management:
- Monitor and execute the contracting and re-contracting schedule for departmental contracts as well as Statements of Work (SOW) issued under statewide contracts.
- Monitor and execute any troubleshooting regarding contracting issues to staff at all levels of the agency including field and central office staff, which may also include providers and other entities.
- Coordinate the entry and maintain the accuracy of contract information including encumbrances into i-FamilyNet and MMARS.
- Coordinate the entry and maintain the accuracy of the Master Service Agreement of vendors into i-FamilyNet and MMARS.
- Perform reviews of contract documents and files for accuracy and compliance with applicable procurement laws, regulations, policies, and procedures.
- Responsible for the maintenance, coordination, and management of equipment and space rental lease agreements, including the encumbering of such for the agency in direct collaboration with the Administrative Operations division staff.
- Oversee the integrity of unit contract management using OSD's Contract Lifecycle Management (CLM) process and run warehouse queries as needed using Microsoft Access.
- Help implement and integrate new policies and procedures into DCF contracting practices in collaboration with the other unit members in compliance with oversight agency guidance. Applicable oversight agencies OSD, CTR, EOHHS, and SDO.
- Attend and contribute to OSD, CTR, EOHHS, and SDO meetings regarding contracting matters as needed.
Purchasing:
- Collaborate in the coordination and processing of supply and non-IT equipment orders, including receiving orders from DCF units and offices, reviewing orders against available budgets, placing orders with vendors, following up with DCF staff and vendors regarding orders, receiving invoices and preparing payment request input forms, and entering and tracking encumbrances and expenditures as needed.
- Collaborate in the creation, updates, and monitoring of all supply order forms.
- Collaborate with the support of other business operations as assigned and/or needed.
OSD and COMMBUYS:
- Support the Department's compliance with OSD requirements for COMMBUYS use, including collaboration with other DCF staff and with OSD when required.
Other:
- Directly supervise staff.
- Participate in meetings and/or on committees as directed by the unit Director.
- Facilitate meetings related to contracting and procurement policies and activities with internal and external staff.
- Provide financial, administrative, and programmatic support for DAF, Central Office, Regional Offices, and Area Offices management staff pertaining to all contracting, payments, and/or other fiscal/financial matters.
- Assist in the Qualification process, a preliminary evaluation of the financial health/risk, and an assessment of an entity's ability to provide the services, as needed.
- Attend relevant training as suggested by the unit Director and ensure completion of all required training courses as well as be encouraged to sign up for any job-related trainings and seminars upon the unit Director's approval.
- In accordance with the EOHHS Telework Agreement, the employee agrees to remain accessible, via MS TEAMS, and productive during their scheduled and agreed work hours while maintaining satisfactory performance standards and agrees to fulfill any Future of Work (FOW) in-office requirements as deemed necessary by the needs of DAF and DCF in general.
Preferred Qualifications:
- Understanding and commitment to DCF's mission and values.
- Proven knowledge of and familiarity with Commonwealth procurement and contracting policies, procedures, and regulations.
- Experience managing Purchase of Service (POS) contracts and attachments.
- Ability to provide clear, concise oral and written communication.
- Ability to establish and maintain effective working relationships.
- Ability to coordinate numerous projects simultaneously to successful completion.
- Familiarity with the COMMBUYS system.
- Familiarity and knowledge of MMARS, the Commonwealth's Information Warehouse and iFamilyNet.
- Comfort and fluency in the Microsoft Office Suite, most importantly Microsoft Outlook, Word, Excel, and Access.
- Demonstrated strength and interest in learning and mastering new tools and processes.
- Proven capacity to work collaboratively with other team members and to propose, review, and implement ideas for practice and process improvements.
- Demonstrated strength in time management and organizational skills.
About the Department of Children and Families:
The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF's vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care, and education.
DCF works toward establishing the safety, permanency, and well-being of the Commonwealth's children by stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and 6) committed to continuous learning.
For more information about our agency and programs visit: www.mass.gov/dcf
Pre-Hire 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 Records 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 Online Request Form.
For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.
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) four (4) years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one (1) year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) 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.
Sa lary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.
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.
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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.