Procurement Coordinator

The Department of Developmental Services (DDS) has an immediate opening for a Procurement Coordinator. The selected candidate will lead all Purchase of Service (POS) procurements, including Requests for Responses (RFRs) and bids posted on COMMBUYS, as well as supporting non-POS procurements such as RFRs and RFQs. The Procurement Coordinator works with program staff on procurements from initial planning through drafting specifications, posting, processing contract awards, and ensuring compliance throughout the full life cycle of contracts and bids.

The Procurement Coordinator handles Supplier Diversity Program initiatives for the Department. The role drafts, maintains, and communicates Department procurement and contracting policies, including developing and delivering trainings to staff and providers. This position receives day-to-day and long-term direction and guidance from DDS Deputy Director of Contract Administration

Duties and Responsibilities (these duties are a general summary and not all inclusive):

1. Lead all procurement planning within DDS, including developing timelines, and coordinating with program staff to meet goals.

2. Coordinate all Purchase of Service (POS) and non-POS procurements in COMMBUYS from planning through award, including drafting specifications, posting bids, supporting program staff in the review process, and executing contracts in compliance with applicable laws, regulations, and policies.

3. Monitor and ensure compliance with COMMBUYS requirements, OSD guidance, and all federal and state procurement laws, regulations, and policies, including POS statutes and document retention requirements.

4. Manage procurement tracking systems and files, including tracking expiring procurements, planning for new initiatives, and ensuring proper documentation throughout the procurement lifecycle.

5. Serve as the primary liaison with DDS Legal unit to support responses to Public Records Requests related to procurements and contracts.

6. Lead vendor engagement efforts, including supporting new vendors/providers, developing guidance materials, and ensuring clear communication regarding procurement, contracting, and licensing requirements.

7. Oversee and ensure compliance with Supplier Diversity Program requirements, including the Supplier Diversity Hub and Small Business Purchasing Program (SBPP), and collaborate with internal partners to implement related initiatives.

8. Develop, maintain, and communicate procurement and contracting policies and procedures; provide technical assistance, create and deliver trainings, job aids, and other materials, and manage communications to stakeholders by updating Mass.gov web pages and unit SharePoint.

9. Support staff engaged in procurement and quality improvement activities, and participate in regular supervision and departmental meetings while representing DDS on procurement and contract related matters.

Required Qualifications:

1. Ability to determine proper format and procedure for assembling items of information, in accordance with established procedures.

2. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

3. Ability to maintain accurate records.

4. Ability to exercise discretion in handling confidential information

5. Knowledge of work simplification methods

6. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

7. Ability to develop workflows and meet project timelines.

8. Ability to follow oral and written instructions.

9. Ability to communicate effectively in oral and written expression.

10. Ability to coordinate the efforts of others in accomplishing work objectives

11. Ability to adjust to varying or changing situation to meet emergency or changing requirements.

Preferred Qualifications:

1. Knowledge of the principles, practices and techniques of supervision.

2. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned DDS procurement and contract activity.

3. Knowledge of the organizational structure and functions of DDS.

4. Knowledge of statewide procurement and contracting systems and requirements.

5. Knowledge of the Supplier Diversity Program and requirements as they relate to procurements and contracts.

Please Note:

This position is located in Boston

Schedule: Monday-Friday

Days Off: Saturday/Sunday

Flexibility required to meet the needs of the program/area office.

For more information about our agency and programs visit: www.mass.gov/dds

Pre-Hire Process:

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.

· Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Recommended candidates must successfully complete pre-employment screening which includes:

· Disabled Persons Protection Commission (DPPC) Abuse Registry Search: https://www.mass.gov/info-details/dppc-abuser-registry

· Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori

· National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. https://www.mass.gov/lists/dds-fingerprint-background-checks

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 Ext. #4.

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, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) 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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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.