Contract Specialist III

Commonwealth of Massachusetts•Boston, MA

About The Position

The Contract Specialist III assists the Contracts & Procurement Manager and the Director of Contracts, Procurement, and Accounts Payable in meeting agency contract, procurement, and service needs. This role ensures that contract and procurement processes are in compliance with state and federal laws, regulations, procedures, and requirements. The specialist coordinates and effectively carries out management duties for agency contracts and encumbrances, and coordinates the procurement of goods and services. This includes reviewing requisitions, determining the method of procurement, preparing bid documents, and negotiating contracts within budgetary limitations and scope of authority. The role also involves participating in Procurement Management Teams, educating agency personnel on procurement policies, and providing technical assistance to vendors and staff. Additionally, the Contract Specialist III recommends internal and external policy changes and procedural improvements.

Requirements

Three years of full-time, or equivalent part-time, professional or technical experience in business administration, management or public administration, the major duties of which included contract management or contract administration.
Of which at least one year must have been in a supervisory capacity.
A Bachelor's degree with a major in business administration, management, public administration or law may be substituted for a maximum of one year of the required experience.
A Graduate degree with a major in business administration, management, public administration or law may be substituted for a maximum of two years of the required experience.
No substitutions will be permitted for the required supervisory experience.

Nice To Haves

Knowledge of state procurement and accounting procedures and terminology
Knowledge of MOSAIC and COMMBUYS

Responsibilities

Review and analyze contract forms and procurement documents for compliance with applicable laws, regulations, and policies.
Establish, input, and manage contract and procurement encumbrances in MOSAIC, COMMBUYS, and HRIS systems.
Review requisitions submitted by agency personnel to determine compliance and appropriate procurement methods.
Obtain vendor information regarding pricing, availability, and delivery schedules.
Develop and execute Requests for Responses (RFRs), Requests for Quotations (RFQs), and bid documents.
Prepare purchase orders, contracts, scopes of work (SOWs), and related documentation.
Negotiate contracts and resolve issues related to goods and services.
Maintain procurement and contract databases ensuring accuracy and timeliness.
Provide technical assistance to agency personnel and vendors.
Participate in Procurement Management Teams and monitor compliance.
Develop and improve procurement and contract procedures and training materials.
Prepare reports, correspondence, and documentation.
Train staff on procurement systems and procedures.
Ensure timely preparation and distribution of documentation.
Resolve discrepancies in a timely and professional manner.