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Procurement and Contract Coordinator

  • ... Marlborough, Massachusetts, United States
  • ... Full time
  • ... Salary: 92874.6 per year
  • Posted on: Mar 12, 2024       Expires on: Apr 26, 2024

Procurement and Contract Coordinator   

JOB TITLE:

Procurement and Contract Coordinator

JOB TYPE:

Full-time

JOB LOCATION:

Marlborough Massachusetts United States

JOB DESCRIPTION:

The Bureau of Health Professions Licensure and the Bureau of Health Care Safety and Quality are responsible for a wide variety of activities including but not limited to oversight and regulation of: Health Care Facilities, Office of Emergency Medical Services, the MA Drug Control Program, the Determination of Need Program, and Health Care Professions Licensing.
These two Bureaus are supported by an Administration and Finance (A&F) Team as a shared resource.

The A&F Team, which supports these Bureaus, is responsible for accounts payable, accounts receivable, budgeting and fiscal management, revenue activities, employee reimbursement, purchase of service (contracts and procurements), purchasing, and personnel activities.
Our A&F team works in a highly collaborative environment and across function areas to support one another in order to meet the A&F needs of both the Bureau of Health Professions Licensure and the Bureau of Health Care Safety and Quality.

The Procurement and Contracts Coordinator will assist program staff with procurement and contract activity from inception to vendor payment.
They will make commodities purchases, create encumbrances, and track related funding.
Further, they will process payments for contracts and commodities into MMARS (the Commonwealths accounting platform).
Due to our cross-collaborative culture, this position also serves as one of the Bureaus liaisons with the DPH Purchase of Service office (POS), DPH Information Technology (IT), and the Accounting Office.

Duties and Responsibilities (these duties are a general summary and are not all inclusive):

  • Coordinate procurements for the Bureaus as assigned, maintain, and oversee all goods and services procurement activities, from request through payment.
  • Collaborate with and guide program staff in the preparation, development, and evaluation of all Request for Responses (RFR), Request for Quotes (RFQ), and quote solicitations.
  • Establish, amend, and renew contracts with vendors based on awarded procurements in the DPH Procurement Tracking System (PTS).
  • Create, monitor, and maintain commodity encumbrances in PTS.
  • Ensure funding is available for procurements and monitor same through the process.
  • Purchasing in Commbuys: Monitor office inventory and order items such as paper, office supplies, toner and other commodities utilizing existing statewide contracts.
  • Process payments for invoices received from vendors in a timely manner and in accordance with the Commonwealths laws and regulations.
  • Serve as a liaison for DPHs Purchase of Service (POS) office, the Accounting Office, and as IT Liaison for the two Bureaus.
  • Interface with the CIW data warehouse using Microsoft Access to run reports, create charts and graphs, and disseminate information and narrative findings.
  • Communicate via phone, email, and in-person conversations with staff and vendors.

Required Qualifications:
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc.
    governing assigned unit activities (procurements and contracts).
  • Ability to coordinate the efforts of others in accomplishing assigned work objectives.
  • Proficiency to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
  • Ability to work independently.
  • Skilled to establish rapport with others and to communicate effectively via Phone, E-mail, or In-Person conversations.
  • Capacity to accomplish work objectives where few precedents or guidelines are available.
  • Ability to follow written and oral instructions.
Preferred Qualifications:
  • Strong knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing the Commonwealths procurement and contract functions.
  • Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
  • Knowledge of state accounting and budgetary procedures including terminology.
  • Above average knowledge of Microsoft Word and Excel
  • Ability to navigate and use Commonwealth and Departmental applications such as, but not limited to, MMARS, Procurement Tracking System (PTS), Invoice tracker application, CIW Warehouse, and Commbuys.
  • Knowledge of procurement rules and guidelines established by the DPHs POS office.
  • Capacity to provide excellent proactive customer service and work collaboratively with a diverse group of staff.
  • Ability to manage time effectively using a hybrid work schedule.

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and healthcare services, and to promote wellness and health equity for all people in the Commonwealth.


We envision a Commonwealth in which all people enjoy optimal health.
Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.


DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations.
We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families.
We license health professionals, healthcare facilities and a variety of businesses that impact public health.
We operate the state laboratory and four public health hospitals.
We monitor health status and manage vital records including births, marriages, and deaths.
We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: MA Department of Public Health

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 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 Ext.
#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) three years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management or (B) 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, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.
*

II.
A Graduate degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for the required experience.
*

III.
A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.
*

  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

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!


COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date.
Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.


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.

Official Title: Management Analyst II
Primary Location: United States-Massachusetts-Marlborough - 67 Forest Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Mar 12, 2024, 8:18:59 AM
Number of Openings: 1
Salary: 64,949.
30 - 92,874.
60 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Luciana Hayner/Luciana.
M.
Hayner@mass.
gov - 8573981891
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: Yes

Position Details

POSTED:

Mar 12, 2024

EMPLOYMENT:

Full-time

SALARY:

92874.6 per year

SNAPRECRUIT ID:

S-1710656490-0ef630f5efb218608c8777e9fcaf102d

LOCATION:

Massachusetts United States

CITY:

Marlborough

Job Origin:

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The Bureau of Health Professions Licensure and the Bureau of Health Care Safety and Quality are responsible for a wide variety of activities including but not limited to oversight and regulation of: Health Care Facilities, Office of Emergency Medical Services, the MA Drug Control Program, the Determination of Need Program, and Health Care Professions Licensing. These two Bureaus are supported by an Administration and Finance (A&F) Team as a shared resource.

The A&F Team, which supports these Bureaus, is responsible for accounts payable, accounts receivable, budgeting and fiscal management, revenue activities, employee reimbursement, purchase of service (contracts and procurements), purchasing, and personnel activities. Our A&F team works in a highly collaborative environment and across function areas to support one another in order to meet the A&F needs of both the Bureau of Health Professions Licensure and the Bureau of Health Care Safety and Quality.

The Procurement and Contracts Coordinator will assist program staff with procurement and contract activity from inception to vendor payment. They will make commodities purchases, create encumbrances, and track related funding. Further, they will process payments for contracts and commodities into MMARS (the Commonwealths accounting platform). Due to our cross-collaborative culture, this position also serves as one of the Bureaus liaisons with the DPH Purchase of Service office (POS), DPH Information Technology (IT), and the Accounting Office.

Duties and Responsibilities (these duties are a general summary and are not all inclusive):

  • Coordinate procurements for the Bureaus as assigned, maintain, and oversee all goods and services procurement activities, from request through payment.
  • Collaborate with and guide program staff in the preparation, development, and evaluation of all Request for Responses (RFR), Request for Quotes (RFQ), and quote solicitations.
  • Establish, amend, and renew contracts with vendors based on awarded procurements in the DPH Procurement Tracking System (PTS).
  • Create, monitor, and maintain commodity encumbrances in PTS.
  • Ensure funding is available for procurements and monitor same through the process.
  • Purchasing in Commbuys: Monitor office inventory and order items such as paper, office supplies, toner and other commodities utilizing existing statewide contracts.
  • Process payments for invoices received from vendors in a timely manner and in accordance with the Commonwealths laws and regulations.
  • Serve as a liaison for DPHs Purchase of Service (POS) office, the Accounting Office, and as IT Liaison for the two Bureaus.
  • Interface with the CIW data warehouse using Microsoft Access to run reports, create charts and graphs, and disseminate information and narrative findings.
  • Communicate via phone, email, and in-person conversations with staff and vendors.

Required Qualifications:
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities (procurements and contracts).
  • Ability to coordinate the efforts of others in accomplishing assigned work objectives.
  • Proficiency to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
  • Ability to work independently.
  • Skilled to establish rapport with others and to communicate effectively via Phone, E-mail, or In-Person conversations.
  • Capacity to accomplish work objectives where few precedents or guidelines are available.
  • Ability to follow written and oral instructions.
Preferred Qualifications:
  • Strong knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing the Commonwealths procurement and contract functions.
  • Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
  • Knowledge of state accounting and budgetary procedures including terminology.
  • Above average knowledge of Microsoft Word and Excel
  • Ability to navigate and use Commonwealth and Departmental applications such as, but not limited to, MMARS, Procurement Tracking System (PTS), Invoice tracker application, CIW Warehouse, and Commbuys.
  • Knowledge of procurement rules and guidelines established by the DPHs POS office.
  • Capacity to provide excellent proactive customer service and work collaboratively with a diverse group of staff.
  • Ability to manage time effectively using a hybrid work schedule.

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and healthcare services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages, and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: MA Department of Public Health

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 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 Ext. #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) three years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management or (B) 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, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*

II. A Graduate degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for the required experience.*

III. A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.*

  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

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!


COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.


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.

Official Title: Management Analyst II
Primary Location: United States-Massachusetts-Marlborough - 67 Forest Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Mar 12, 2024, 8:18:59 AM
Number of Openings: 1
Salary: 64,949.30 - 92,874.60 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Luciana Hayner/Luciana.M.Hayner@mass.gov - 8573981891
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: Yes

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