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State of Massachusetts Procurement & Contract Analyst in Holyoke, Massachusetts

The Veterans’ Home in Holyoke (HLY) is seeking an energetic, self-motivated person to serve as the Procurement and Contract Analyst. The Procurement and Contract Analyst will be responsible for and involved in all purchasing and contracting activities for the Veterans’ Home. Individual shall be responsible for all aspects of the contracting process including determination of expenditure classification, contract plans, procurement, and contract processing. Additionally, this position will take the lead for the administrative team on implementing fiscal contract monitoring including performing and training others in the techniques of evaluating providers’ fiscal performance through site visits and other techniques. Maintains procurement files and manages procurement system to ensure all contracts and amendments are following OSD regulations, and POS policies and procedures. He/she will also assist with cost recovery reports, travel approval requests, leased vehicle requests. He/she works with program staff to determine appropriate procurement method to acquire services desired; Assists with scope of service development and is responsible for completion of procurement documents; Communicates results of the bid process to all interested parties The selected candidate will be responsible for management of the HLY Master Agreement application process including distribution of application packages to reviewers and tracking award decisions. The successful candidate will be expected to create HLY Master Agreement Contracts using the Commonwealth Office and Service Division (OSD) system. This position is responsible for the management of the Vendor Creation and Modification process for HLY. This position will work with the CFO and senior managers on special projects including contracting as needed and provide administrative support to the finance unit. Detailed Statement of Duties and Responsibilities * Acts as the lead analyst in the development of all pre-award administration, to include bid development guidelines consistent with procurement law, procurement regulations, and best practices as defined by the Operational Services Division (OSD) and the Office of the Comptroller (CTR). * Posts, monitors, and tracks all procurement activity on the Commonwealth’s COMMBUYS System for the Home. * Maintains detailed files/records as well as tracking mechanisms to monitor post-award activities to insure adherence to contract budgets and all reporting requirements. * Provides technical assistance to the field as it relates to procurements in COMMBUYS and the requirements for Request for Proposals (RFP), Invitation for Bids (IFB) and Statements of Work (SOW). * Keeps current on all MMARS, COMMBUYS and RFP policies and procedures. * Oversees the Veterans’ Home in Holyoke’s contracts to ensure policies, procedures and regulations are met. * Writes periodic summaries of contract awards and contract performance for department managed contracts. * Develops and implements “best practices” for the day-to-day workload of the unit and develops processes for streamlining work whenever possible, including reviewing, and updating Internal Controls and making recommendations for improvement. * Prepares Department Master Service Agreements in MMARS and maintain active vendors and monitor spending. * Maintains up to date COMMBUYS procedures and policies and attend OSD meetings as necessary to ensure the Home is following all COMMBUYS regulations. and requirements. * Ensures all contracts and amendments are processed in a timely manner and all deadlines are met throughout the fiscal year. * Acts as liaison to other state agencies for the Home but not limited to Office of the State Comptroller, Operational Services Division, Supplier Diversity Office, Office of the State Treasurer as it relates to all contract activities for the Home. * Track all Master Agreement applications by checking them for completeness and entering application information intoCHEHLY contracts and procurement Database. * Prepares monthly, quarterly, and annual utilization of the Home’s contracts. * Interacts with the public (fielding phone calls, answering emails, attending meetings) about related procurements. * Furnishes copies of tax-exempt forms to outside vendors upon request and maintain updated records of all current vendors for the Home including prompt pay discounts and monitor the Home’s discounts throughout the fiscal year. * Distribute applications to reviewers and follow-up to ensure reviews are returned. * Creates and sends out contract packages to awarded vendors, ensures packages are returned and are accurate. * Forwards all completed contract packages to contract managers and tracks activity. * Serve as primary point of contact at HLY for Vendor Creation (VCC) and Modification (VCM). Including working with Bureaus staff to collect VCM and VCC paperwork, entering information into MMARS and ensuring entries go final. * Assist HLY senior management with processes to streamline VCC/VCM workflows and work with Finance team to create new VCC/VCM electronic module for request entry and tracking. * Document VCC/VCM processes and train additional staff for back-up. * Assists Finance/Senior Managers with special projects. Project could include areas such as contracts, HLY data systems and procurements. * Provide administrative support to Finance office including trouble shooting problems with equipment (copier, printers, fax machine) and ordering office supplies as needed.* * Other duties as assigned. *QUALIFICATIONS REQUIRED AT HIRE(List knowledge, skills, abilities.) 1. Knowledge of principles and practices of management science including problem solving and decision making. 2. Knowledge of the principles and practices of organizational behavior including organizational structure. 3. Knowledge of principles and practices of management. 4. Knowledge of work simplification methods. 5. Ability to work independently. 6. Ability to gather information through questioning individuals and by examining records and documents. 7. Ability to determine the proper format and procedure for assembling items of information. 8. Ability to maintain accurate records 9. Ability to prepare and use charts, graphs, and tables. 10. Ability to prepare general reports. 11. Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence. 12. Ability to perform calculations using formulas to solve problems. 13. Ability to follow written and oral instructions. 14. Ability to give written and oral instructions in a precise, understandable manner. 15. Ability to communicate effectively in oral expression. 16. Ability to accomplish work objectives where few precedents or guidelines are available. 17. Ability to adjust to changing or varying work situations to meet emergency or changing program requirements. 18. Ability to establish rapport with others. 19. Ability to deal tactfully with others. 20. Ability to establish and maintain harmonious working relationships with others. 21. Ability to exercise sound judgement. 22.Ability to exercise discretion in handling confidential information. QUALIFICATIONS ACQUIRED AT HIRE(List knowledge, skills, abilities.) 1. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities. 2. Knowledge of the organizational structure and functions of the agency. 3. Knowledge of the types and uses of agency forms. 4. Complete training to become a Massachusetts Certified Public Purchasing Officer. 5.Become a certified system administrator on COMMBUYS, the Commonwealth’s purchasing system. 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 work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management or (B) 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, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.* II. A Graduate degree with a major in business administration, budget management, public administration, industrial engineering or industrial management may be substituted for a maximum of three years of the required experience.* III. A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: Educational substitutions will be permitted for a maximum of three years of the required experience. _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. COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. _Pre-Offer Process:_ A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website. Job: Administrative Services* *Organization: Holyoke Veterans Home *Title: *Procurement & Contract Analyst Location: Massachusetts-Holyoke-110 Cherry Street Requisition ID: 240000WH