Job Description
The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves, and where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.
Procurement Specialist (Accountant IV)
The Executive Office of Education (EOE) is seeking to hire a Procurement Specialist. The Procurement Specialist will be a part of EOE's Fiscal Team where the successful candidate will have the opportunity to work with EOE staff and vendors to ensure accurate procurement, provide analysis to all EOE IT members in need of purchasing goods and services, and offer support to vendors and Accounts Payable to resolve payment issues. The incumbent will report to the Budget Director.
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The Procurement Specialist assists EOE Fiscal with procurement activities related to bidding, monitoring, awarding, encumbering, and tracking of procurements and grants consistent with procurement law, regulations, and best practices while utilizing the Commonwealth's e-procurement system, COMMBUYS, and accounting system, MMARS.
The Procurement Specialist will be responsible for ensuring all internal and external deadlines are met related to procurement. They will consult and collaborate with the Office of the State Comptroller (CTR), Operational Services Division (OSD), and other state agencies as needed. The incumbent will assist with timely review, reconciliation, and analysis of agency obligations.
Detailed Statement of Duties and Responsibilities:
• Works with the Fiscal Team and EOE's IT and program staff to develop, post, and track procurement activity on the Commonwealth's COMMBUYS System for EOE Fiscal.
• Ensures that all bids and requirements meet 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).
• Maintains detailed files/records as well as tracking mechanisms to monitor post-award activities to ensure adherence to contract budgets and all reporting requirements, creates accurate work orders, purchase orders, and interagency service agreements.
• Keeps current on all policies and procedures and any updates distributed by the Office of the Comptroller related to State Finance Law and/or MMARS and advises EOE Fiscal of upcoming amendments or enhancements.
• Maintains up-to-date on OSD and COMMBUYS procedures and policies and attends trainings as necessary to ensure the Department is in compliance with all COMMBUYS regulations and requirements.
• Use the Commonwealth Information Warehouse (CIW) and OSD resources to research statewide contracts to understand proper procurement methods and relay the process to EOE colleagues.
• Coordinate awards and contractual processes with all EOE vendors.
• Ensures all contracts and amendments are processed in a timely manner and all deadlines are met throughout the fiscal year.
• Collect Standard Contracts, W-9, and any other documentation needed to establish new vendors in MMARS.
• Under the guidance of the Assistant Director of Grants Management and Compliance track grant activities including dates for required reports and submissions and progress towards grant objectives and goals as well as assist in the review and processing of grant applications, amendments, requests for funds, final reports, and other grant-related documentation.
• Under the guidance of the Assistant Director of Grants Management and Compliance, track grant activities including dates for required reports and submissions and progress towards grant objectives and goals as well as assist in the review and processing of grant applications, amendments, requests for funds, final reports, and other grant-related documentation.
• Provide highly detailed CIW reports to assist EOE colleagues in their mid-year and annual reviews.
• Works closely with EOE colleagues to resolve purchase orders, contracts, invoices, or payment discrepancies and documentation.
• Ensures Commonwealth Payment Policies are followed, maximizing the return of Prompt Pay Discount and less than 45-day bill paying statistics.
• Maintain filing system on SharePoint for all related billings, receivables, payments, vendor invoices, and correspondence.
• Research and resolve billing issues as they arise to ensure the best fiscal practice and customer service.
• Performs other duties as assigned.
Qualifications
Preferred Qualifications:
• Knowledge and understanding of the Commonwealth of Massachusetts' procurement policies.
• Knowledge of and previous experience with COMMBUYS.
• Knowledge of and previous experience with MMARS.
• Good communication skills and willingness to learn.
• Ability to analyze and interpret financial situations.
• Ability to work independently and in a group.
• Knowledge and understanding of state finance law and federal procurement and contracting regulations.
• Working knowledge of 801 CMR 21.00, the Commonwealth's regulations governing the procurement of commodities or services including human and social services.
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 accounting or auditing, of which at least (B) two years must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience.
II. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience.
III. A Graduate degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience and one year of the required (B) experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of one year of the required (B) 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.
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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.