Contract Specialist

Commonwealth of Massachusetts • Boston, MA

10h

About The Position

The Bureau of Community Health and Prevention (BCHAP), the Administration & Finance Unit, within the Massachusetts Department of Public Health (DPH) is hiring a Business Management Specialist. This individual will coordinate and oversee the purchasing of goods and services, and contract activities for the BCHAPs’ divisions/program staff to achieve program goals and objectives. The Business Management Specialist will need to communicate clearly and effectively with all the external vendors as well as with the internal department partners, including the Purchase of Service, Accounting, and Budget Offices within DPH. The successful candidate must have strong analytical skills, attention to detail, and organizational skills. A key aspect of this position is providing customer service through technical assistance to BCHAP, DPH staff, and internal/external stakeholders.

Requirements

• Capability to deal tactfully with others.
• Power to establish and maintain harmonious working relationships with others.
• Skilled to exercise sound judgment.
• Means to multitask and set up independent work priorities

Nice To Haves

• Awareness of state or agency purchasing and contracting procedures including terminology.
• Familiarity of state budgeting and accounting procedures including terminology.
• Knowledge of the types and uses of agency forms.
• Excellent customer service skills, able to work in a fast-paced environment with tight deadlines, strong attention to detail, organizational skills, and ability to communicate in a variety of methods (e.g., in-person, video calls, email, and chat).
• Proficient in Microsoft Office Suite, including Word, Excel, Teams, PowerPoint.
• Analytical skills to interpret complex information accurately and give instructions to audiences with varying degrees of knowledge.

Responsibilities

• Consult and advise program managers regarding program purchasing and contracting for goods and services.
• Communicate clearly with program managers and staff, both orally and written, regarding the status of encumbrance documents.
• Review and process purchasing requests using established processing protocols.
• Review and process contract documents and other forms for completeness and accuracy.
• Use and become an expert in BCHAP and statewide procurement and contracting software (MOSAIC, Commbuys, EIM, PTS, CRIS-P) as needed/requested.
• Review financial information for the purpose of recommending a course of action or improvements.
• Analyze and resolve intricate accounting and contract problems for staff and vendors/providers.
• Assist in the resolution of various encumbrance document issues.
• Assist in preparation of documents requested for auditing purposes.
• Provides technical assistance to program managers, staff and vendors/providers regarding fiscal policy and procedures.
• Perform research, generate reports and respond to requests for information.
• Ability to analyze RFR’s to determine required contract forms, contract requirements, effective service dates, and processing timeline for contract planning and execution.
• Be familiar with computer applications such as MS Office, Teams, MOSAIC, PTS, EIM, Information Warehouse and website-based systems such as Commbuys, E-Commerce, E-Learning and Adobe and/or willingness to acquire related required skills.
• Complete necessary paperwork pertaining to specific transactions such as Open Orders, Prior Years Deficiencies, RPO’s for all BCHAP lease equipment, Docusign for Vendor Code Creation (VCC), and Vendor Code Modification (VCM).
• Participate in quality improvement projects.
• Perform various other tasks/special projects as requested.

Benefits

• Comprehensive Benefits
• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• Work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level