Contract Coordinator

An Official website of the Commonwealth of Massachusetts ALERT Effective January 25, 2024, Executive Order #627 cements the Commonwealth's well-established practice of skills-based hiring, paving the way to a more equitable hiring process. The Commonwealth is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to serve our citizens. Join us today! Job Description - Contract Coordinator (24000A6Y) Description The Office of the Chief Medical Examiner (OCME) is seeking a thorough, detail-oriented and collaborative Contract Coordinator, who will serve as a generalist in contracts processing, perform vendor/customer management in MMARS, coordinate procurement activity in COMMBUYS CLM, and perform other duties as necessary as part of the OCME finance operation. Reporting to the Director of Finance, this person will provide leadership in executing, maintaining and renewing agency contracts. Additionally, this person will coordinate bid posting, bid award, encumbrance management, and all parts of the procurement lifecycle. The Contract Coordinator will also receive and respond to requests for refunds and process returns. Duties and Responsibilities (these duties are a general summary and not all inclusive): Reviews contract documents for accuracy, completeness and compliance with appropriate laws, rules and regulations. Reviews Requests for Responses for compliance with established criteria and compliance with appropriate laws, rules, and regulations. Participates in the development of bid specifications and vendor requirements for services and commodities. Ensures that Requests for Responses are evaluated and awarded in compliance with 801 CMR 21.00 and other relevant procurement general laws and departmental policies. Provides technical assistance and advice to Department staff and vendors in the development and execution of contracts. Prepares, reviews, and processes contract related documents. Prepares, reviews, and processes vendor/customer documents in MMARS (VCC, VCM). Troubleshoots contract issues with OCME staff, providers, Operational Services Division (OSD), and the Office of the Comptroller. Will reach out to oversight agencies (e.g. EPS, OSD, CTR) using specific service portals so that requests may be resolved in a timely manner and follows up on all requests. Monitors contract and payment processing activity to ensure problems are identified in a timely manner. Monitors contracts for contract provisions and budgetary requirements. Conducts contract audits for fiscal compliance as necessary. Liaisons with Operational Services Division and Office of the Comptroller for service and commodities contracts and contract execution. Coordinates and participates as a team member for bid specifications and vendor qualifications for services and commodities in adherence to 801 CMR 21.00 and other relevant procurement general laws and departmental policies. Keeps current on MMARS, COMMBUYS and RFR policies and procedures. Performs other contract management duties as required. Provides technical assistance and advice to agency personnel concerning statewide contracts to resolve problems and ensure compliance with established policies and procedures. Reviews and enters new vendor and contract information onto the Supplier Diversity Office’s (SDO) goods and services portal – The HUB. Follows up with vendors and SDO for updates to ensure vendor responds and populates appropriate supplier diversity plan (SDP) information in a timely manner. Receives requests for refund from funeral homes for cremation authorizations fees. Reviews requests and compiles complete documentation and required authorizations from operational staff. Processes refund/return through X-Connect website. Creates CR document in MMARS for all returned funds. Performs other tasks including MMARS and COMMBUYS as necessary, as a part of OCME’s Purchasing and accounts payable operation. Preferred Qualifications : Knowledge of principles of contract administration including terminology. Familiarity with state systems: Massachusetts Management Accounting and Reporting System (MMARS), COMMBUYS, COMMBUYS CLM. 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. Ability to develop and maintain useful spreadsheets and/or databases and produce summary information upon request. Ability to read and interpret contract and contract related documents. Ability to analyze and determine the applicability of contract data and make appropriate recommendations. 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 years of full-time, or equivalent part-time, professional experience in accounting or auditing, of which at least (B) two years must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below. Substitutions: An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience. A Graduate degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience and one year of the required (B) experience. *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: Educational substitutions will only be permitted for a maximum of one year of the required (B) experience. 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. 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 :

Accountant IV Primary Location

United States-Massachusetts-Boston-720 Albany Street Job

Accounting and Finance Agency

Chief Medical Examiner Schedule

Full-time Shift

Day Job Posting

Number of Openings

1 Salary

67,349.36 - 97,344.26 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Kristine Cavicchi - 8572311517 Bargaining Unit : 06-NAGE - Professional Admin. Confidential : No Potentially Eligible for a Hybrid Work Schedule : Yes

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