Procurement Coordinator

MassAbilityisseekinga thorough, detail-orientedand collaborativeProcurement Coordinator,who will serve as a coordinator ofvariousprocurementsand generalist in contracts processing. Reporting to the ProcurementManager, this person willprovide leadership in agency procurements forscenarios including but not limited toReasonable 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 asback upfor(non-RA)IT procurementfor individual employee use. Additionally, this person will be capable ofassistingas backup in other Procurement and Contracting related activities. 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’swhy, 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’lljoin 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 clearwell writtenbid posts. Maintains excellent relationships with key vendors. Responsible forthe procurementprotocolandpurchasingofsupplies, furniture,equipment, client related itemsforMassAbility(area and administrative offices)related to participants& agency staffand for Reasonable Accommodation procurements requested by HR. Reviews and inputsrequestsinto 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 Officeandmaintainsdatabase and tracking sheet, and working with provider organizations for PC (Purchase Commodities)and/or other items. * Responsible for bill payment and encumbrancerequests andmay also serve as contact person for vendors’ Accounts Receivable. Tracks procurements from request,encumbranceand order, through delivery, to bill payment. Responsible formaintainingcell phone tracking sheet, including adding new employee names and numbers, andtimelybill payment of monthly invoices. Providesaccurateinformation 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 updatedin accordance withcurrent practices/compliance. * Performs related dutiesin accordance withtheconducting reviews and/or reportingassociated withbid solicitations (e.g.RFRs/RFPs/RFQs/RFIs),annual qualification, Prequalification (prequal) provider process, and/or Debarment scrutinyassociated withprovider(s) submissions. Ensures all required forms areaccurateand included in the Procurement fileandmaintainsrecords and prepares reports as needed. Communicates findings of Forms Review with adequate Program and Procurementstaff;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). * Assistsin the peer review of co-workers’ contracts inCLM/CMDB andStatewide Accounting Systems (i.e.MMARS, Advantage4, etc.). Createsadditionaljob aids (as needed) and adds to unit standard operating procedures – SOPs,in order todocument all steps and procedures needed toaccomplishunit tasks and responsibilities. Assistsin the coordinating andmaintainingof agency Master Service Agreement (MSA) contracts and updates such information inStatewide Accounting Systems (i.e.MMARS/Advantage 4)and OnBase ina timelymanner. Also involved with creation of Contract Department’s end of year procurement/contracts calendar. * Troubleshoots contract issues with MassAbilitystaff, 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 resolvedin a timely manner. This person will alsobe responsible forfollowing up on such requests. * Provides technicalassistanceand advice to agency personnel concerning statewide contractsin order toexchange information, resolve problems and ensure compliance with established policies,proceduresand 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 trainedin 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 updatesin an effort toensure vendor responds and populatesappropriate supplierdiversity plan (SDP) information ina timelymanner. In addition,reviews and serves as back-up on corrective action plans (CAP) from OSD and based on CFO/Director of Procurement guidance; involvesappropriate Programstaffin an effort toensure provider corrects and formulates a plan for compliance and internal control issuesin a timely manner. Required Qualifications: * Knowledge of principles of contract administration including terminology. * Familiarity with state systems such asMassachusetts Management Accounting and Reporting System (MMARS/Advantage 4), COMMBUYS, and CMDB. * Proficient utilizing Microsoft Office products includingOutlook,Word, Excel,Accessand Teams * Skilled in following oral and written instructions. * Ability to exercise discretion in handling confidential information. * Superior tracking skills, abilityto develop andmaintainuseful spreadsheets and/ordatabases,andproduce 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 governingprocurement 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 oncareer 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 trulyequitable, 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 theregulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visithttp://www.mass.gov/hhs/cori Education, licensure and certifications will be verifiedin accordance withthe 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 yourequireassistancewith the application/interview process and would like to request an ADA accommodation, please click on thelinkand complete theADA Reasonable Accommodation Request Form. For questionsregardingthis requisition, please contact the Executive Office of Health and HumanServices Human Resources at 1-800-510-4122 and select option 4. Applicants shouldsubmitacover letterandresumefor the ProcurementCoordinatorrequisition. 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. Job: Accounting and Finance* *Organization: Massachusetts Rehabilitation Commission *Title: *Procurement Coordinator Location: Massachusetts-Boston-600 Washington Street Requisition ID: 240009WH