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Commonwealth of Massachusetts · 1 month ago

Contracts & Procurement Specialist (Business Management Specialist)

United States-Massachusetts-10 Park Plaza

Full-time

Onsite

Mid Level

3+ years exp

The Commonwealth of Massachusetts is responsible for developing and coordinating transportation policies and projects for the state. The Contracts & Procurement Specialist will coordinate contract and procurement activities for Highway Operations, ensuring compliance with state procurement laws and maintaining accurate records.

Government Administration

Responsibilities

Collaborate and coordinate with Manager of Contracts and assigned highway managers on contract and procurement needs and activities

Dispense accurate contracting and procurement information and guidance internally and externally. Serve on procurement teams as needed to enhance, support, and/or develop required solicitations

Assist in drafting agendas, materials, coordinate scheduling and logistics and documentation for procurement team meetings

Conduct market analysis to identify potential vendors, products, and industry trends, and collaborate with stakeholders to translate research insights into clear RFR specifications

Assist in coordinating bid evaluations, including compiling scoring sheets and organizing evaluator feedback

Assist with vendor communications to collect required information/documents and completed forms including additional contractual paperwork and to correct discrepancies in purchasing and/or contract information submitted

Support the preparation of award documentation, collaborating with departmental reviewers to address concerns and implement timely corrections, ensuring successful contract execution and vendor onboarding

Perform other procurement-related tasks as assigned by the manager to support overall team objectives

Monitor and support procurement activities in COMMBUYS on behalf of highway operations business units

Post bid solicitations and manage vendor submissions in COMMBUYS and disseminate bid responses as needed

Provide support to Manager of Contracts on bid solicitations and the review and evaluation of submitted bid documents

Keep abreast of state and federal regulations and work in conjunction with manager of contracts to develop systems to ensure the acquisition of goods and services is conducted in compliance with established laws, regulations, policies and procedures of the Commonwealth as related to fiscal and administrative management of contracts

Coordinate with various business units and outside vendors to ensure the timely and seamless completion of contract award(s) and extension(s)

Provide guidance to highway staff in the proper utilization of OSD statewide contracts and MassDOT contracts and the contract award process

Provide technical assistance, guidance, and compliance support for the acquisition of goods and services – non-construction - and the contracting process

Maintain tracking of contract activity and expiration dates for all highway contracts and work with manager on the plan for renewals to ensure continuity of service and availability of goods

Verify accounting and budget reference information for related fiscal documents supporting single vendor contract awards

Monitor all procurement documentation for completeness and compliance, making timely updates as needed

Qualification

State procurement lawCOMMBUYS platformContract managementBusiness administrationCommunicationAttention to detail

Required

At least three (3) years of full-time or equivalent part-time, professional experience in business administration, business management or finance/accounting, or (B) any equivalent combination of the required experience and substitutions below

Incumbents may be required to have a current and valid motor vehicle driver's license at a class level specific to assignment

Preferred

Knowledge of state procurement law, regulations, policies, rules and practices

Knowledge of principles, practices policies and procedures of the Commonwealth of Mass related to the fiscal and administrative management of contracts

Knowledge of MMARS

Knowledge of COMMBUYS – the Commonwealth's online procurement platform

Excellent oral and written communication skills

Ability to maintain accurate records with strong attention to detail