Procurement Manager

Department of Health and Human Services • Augusta, ME

3d • Hybrid

About The Position

The Department of Health and Human Services Office of Aging and Disability Services (OADS) is looking for a Procurement Manager. This full-time position works to ensure efficient and effective procurement of services and other business/fiscal activities to support the administration of programs at OADS. This position is supervised by the OADS Business & Procurement Services Manager.

Requirements

• Four (4) years of progressively responsible experience in social service or mental health/developmental disabilities programs and a Bachelor’s Degree.
• At least three (3) years of the required experience must be in a supervisory and/or administrative capacity.
• Equivalent related work experience may be substituted for education on a year-for-year basis.

Nice To Haves

• Experience with providing high-quality customer service
• Knowledge of the State of Maine procurement process for goods and services
• Experience with developing contracts
• Experience with problem-solving issues on complex contracts related to funding, particularly with federal grants
• A proven ability to organize and facilitate meetings
• Experience with effectively collaborating and coordinating with others
• A proven ability to understand operational priorities and assigned tasks, organize work, and complete assignments within required timeframes
• Flexible and able to adapt to changes
• A thorough working knowledge of Microsoft Office products including Outlook, Word, and Teams
• Preference will be given to applicants with a working knowledge of Maine’s statutes, rules, and processes for the procurement of goods and services, experience with contract management related to federal grants, and effective leadership and management skills.

Responsibilities

• Provide planning, coordination and other support to OADS program staff in the development and monitoring of provider service agreements composed of State, Federal, and grant funds.
• Facilitate meetings and work sessions with associate directors and program managers at OADS and assist with evaluating program cost and performance.
• Provide leadership with contract management related to federal grants, including the Older Americans Act funding awarded to Maine on a formula basis.
• Create reports on grant expenditures for Grant Managers when requested.
• Gather financial/contract information at the request of Grant Managers for grant applications, budgets, carry forward, or No Cost Extension requests.
• Provide information at the request of the Grants Managers on over-obligation issues, maintenance of effort reporting, and other related needs.
• Track expenditures, determine contract-end projected surplus/shortfall, and problem-solve issues related to funding on complex/high dollar value contracts.
• Assist with policy/procedure exception requests and coordinate review with Chief Operating Officer and Program Manager.
• Assist with detailed responses and analysis on contract justification to DCM Director and Deputy Commissioner of Finance.
• Collaborate with program managers and other OADS leadership to discuss improvement strategies and implement changes.
• Lead the competitive procurement activity at OADS, ensuring adherence to all applicable policy and process; assist with the review of contract drafts and Request for Proposal (RFP) before submission to DCM.
• Participate in RFP and other competitive procurement evaluations.
• Serve as back-up for business and fiscal activities, including those related to the efficient and timely payment of contract-related invoices, cell phone management, use of procurement cards, and other aspects of OADS operations, as delegated.
• Make operational process improvements within the OADS business and procurement unit; identify and develop desk-level procedures for work processes in the unit.
• Supervise staff as assigned, including temporary, contract, and/or permanent state positions; conduct all functions in accordance with Bureau of Human Resources policies and practices.

Benefits

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave , and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($12,845.82 - $15,112.76 annual value), depending on salary.
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($395.72 annual value).
• Retirement Plan – The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave . Additional, unpaid leave may also be available, under the Family and Medical Leave Act .
• State employees are eligible for an extensive and highly competitive benefits package , covering many aspects of wellness.

What This Job Offers

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