Contracts & Procurement Specialist (Business Management Specialist)

Job Description

General Statement of Duties

The Business Management Specialist will be responsible for coordinating contract and procurement administrative activities for all Highway Operations statewide programs. Specifically contract and administrative matters pertaining to the purchase of goods and services supporting Highway Operations. Duties include performing day-to-day contract and procurement-related activities; maintaining records, creating and maintaining spreadsheets, preparing reports, interpreting data; providing technical assistance and responding to inquiries from staff and outside stakeholders. Ensure that all contracting and procurement guidelines are followed; implement all department administrative policies; and maintain accurate records. Perform administrative activities and assigned special projects in a timely and confidential manner.

Position Summary

Reporting to the Manager of Contracts, the Business Management Specialist will work to ensure contracts are in place and vendors are available for the procurement of goods and services deemed critical to MassDOT highway operations programs and maintenance activities throughout the state. This position will be instrumental in providing support to solicitations and proactively collaborating with highway staff and vendors to finalize contract documents, create contract award packages and maintain procurement records all in compliance with state procurement law, and applicable rules and policies.

Duties and Responsibilities

Procurement Activities:

• Collaborate and coordinate with Manager of Contracts and assigned highway managers on contract and procurement needs and activities.
• Dispense accurate contracting and procurement information and guidance internally and externally. Serve on procurement teams as needed to enhance, support, and/or develop required solicitations.
• Assist in drafting agendas, materials, coordinate scheduling and logistics and documentation for procurement team meetings.
• Conduct market analysis to identify potential vendors, products, and industry trends, and collaborate with stakeholders to translate research insights into clear RFR specifications.
• Assist in coordinating bid evaluations, including compiling scoring sheets and organizing evaluator feedback.
• Assist with vendor communications to collect required information/documents and completed forms including additional contractual paperwork and to correct discrepancies in purchasing and/or contract information submitted.
• Support the preparation of award documentation, collaborating with departmental reviewers to address concerns and implement timely corrections, ensuring successful contract execution and vendor onboarding.
• Perform other procurement-related tasks as assigned by the manager to support overall team objectives.

• Monitor and support procurement activities in COMMBUYS on behalf of highway operations business units.
• Post bid solicitations and manage vendor submissions in COMMBUYS and disseminate bid responses as needed.
• Provide support to Manager of Contracts on bid solicitations and the review and evaluation of submitted bid documents.

• Keep abreast of state and federal regulations and work in conjunction with manager of contracts to develop systems to ensure the acquisition of goods and services is conducted in compliance with established laws, regulations, policies and procedures of the Commonwealth as related to fiscal and administrative management of contracts.
• Coordinate with various business units and outside vendors to ensure the timely and seamless completion of contract award(s) and extension(s).
• Provide guidance to highway staff in the proper utilization of OSD statewide contracts and MassDOT contracts and the contract award process.
• Provide technical assistance, guidance, and compliance support for the acquisition of goods and services - non-construction - and the contracting process.
• Maintain tracking of contract activity and expiration dates for all highway contracts and work with manager on the plan for renewals to ensure continuity of service and availability of goods.
• Verify accounting and budget reference information for related fiscal documents supporting single vendor contract awards.
• Monitor all procurement documentation for completeness and compliance, making timely updates as needed.

• Knowledge of state procurement law, regulations, policies, rules and practices. Knowledge of principles, practices policies and procedures of the Commonwealth of Mass related to the fiscal and administrative management of contracts.
• Knowledge of MMARS Knowledge of COMMBUYS - the Commonwealth's online procurement platform.
• Excellent oral and written communication skills.
• Ability to maintain accurate records with strong attention to detail.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.
• For general questions regarding MassDOT, call the Human Resources Service Center at 857 - 368 - 4722.
• For a disability - related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857 - 274 - 1935.