Address
Form of work GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
This position is designated as an Emergency Personnel Position. Due to the nature of the job functions and responsibilities associated with this position, the person in this position may be required to report to work during an emergency, or during non-business hours to support agency operations, even if state offices are closed or other state workers are excused from work.
The Procurement and Contract Supervisor oversees procurement, contracting, and inventory and other business functions of the Massachusetts Emergency Management Agency (MEMA), including the coordination of the sourcing and procurement process for annual contracts, grant-funded projects, daily-use supplies, construction, and emergencies. The position supervises the Procurement Office to prioritize, schedule and monitor daily and long-term activities to ensure the needs of multiple MEMA programs are efficiently and effectively met. This position will review, confirm, and/or develop all required Policies and Procedures for the Procurement Office. The Procurement and Contract Supervisor will work closely with Planning, Operations, Logistics, and Recovery Sections within MEMA to research, scope, and contract for critical emergency goods and services in support of MEMA's overall emergency management strategy. Other Procurement office functions supervised by this position are vendor set up and management in MMARS, inventory and, and documentation management and retention.
DETAILED STATEMENT OF DUTIES & RESPONSIBILITIES:
2. Supervises procurement staff conducting all steps of the state procurement cycle; Directs and completes special projects, trains staff, reviews subordinates' work upon completion, and assists the Chief Fiscal Officer and Fiscal Office Manager when necessary.
3. Maintains accurate and current knowledge of procurement regulations, policies, and departmental practices; regularly reviews and updates MEMA policies and procedure and contributes to the on-going maintenance of the Agency's Internal Control Plan.
4. Serves as Procurement Unit Leader in the event of emergency activations.
5. Understands and participates in strategic and emergency planning activities to align Procurement Office with agency priorities
6. Prepares standard contracts as needed for all services and emergencies .
7. Provides and receives direct information and customer services to a variety of MEMA staff as part of handling the business needs of MEMA Units.
8. Meets and communicates with all pertinent Unit staff, including Planning, Logistics, Facilities, IT/Communications, Operations with administrative and purchasing needs.
9. Coordinates with Fiscal Coordinator for funding availability and utilizes available tools, databases, etc., to inform decision making.
10. Oversees that vendor updates are completed per Comptroller Policy and are accurately entered into MMARS.
11. Oversees projects, trains staff, reviews subordinates' work upon completion, and assists the Chief Fiscal Officer and Fiscal Office Manager when necessary.
12. Approves CommBuys requisitions, bids, and other transactions; assists others in the use of the COMMBUYS system.
13. Assists in the development of new systems for tracking and reporting contract utilization data to ensure optimum utility of contract funds and cost-effective delivery of services.
14. Responsible for completion of employee performance reviews per agency deadlines.
15. Maintains a current working knowledge of MMARS, COMMBUYS, and the regulations of the Office of the State Comptroller (OSC) and the Operational Services Division (OSD).
16. Provides technical assistance to department and vendor staff to ensure compliance.
17. Participate in emergency operations response as an observer/player for nuclear drills and exercises as required.
18. May be required to work extended hours, including during nights and weekends in the event of an emergency affecting the Commonwealth.
19. May be required to travel for overnight stays.
20. May, or will be required to carry and use a radio when away from the office during duty hours to ensure enhanced communications with headquarters and/or regional offices.
21. Must have basic computer knowledge and experience, and a willingness to learn advanced applications as they pertain to assigned duties and responsibilities.
22. Must have ability to provide for his/her reliable transportation to and from work or assigned locations, on a daily basis as well as during an emergency activation.
23. Must have ability to form harmonious working relations with others and be able to work well as part of a team.
24. Perform related work as required or assigned.
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.
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.
This position is designated as an Emergency Personnel Position. Due to the nature of the job functions and responsibilities associated with this position, the person in this position may be required to report to work during an emergency, or during non-business hours to support agency operations, even if state offices are closed or other state workers are excused from work.
The Procurement and Contract Supervisor oversees procurement, contracting, and inventory and other business functions of the Massachusetts Emergency Management Agency (MEMA), including the coordination of the sourcing and procurement process for annual contracts, grant-funded projects, daily-use supplies, construction, and emergencies. The position supervises the Procurement Office to prioritize, schedule and monitor daily and long-term activities to ensure the needs of multiple MEMA programs are efficiently and effectively met. This position will review, confirm, and/or develop all required Policies and Procedures for the Procurement Office. The Procurement and Contract Supervisor will work closely with Planning, Operations, Logistics, and Recovery Sections within MEMA to research, scope, and contract for critical emergency goods and services in support of MEMA's overall emergency management strategy. Other Procurement office functions supervised by this position are vendor set up and management in MMARS, inventory and, and documentation management and retention.
DETAILED STATEMENT OF DUTIES & RESPONSIBILITIES:
- ews and analyzes requests for purchases of goods or services submitted by MEMA staff for appropriate procurement methods; ensuring compliance with state 801 CMR 21 and federal 2 CFR 200 purchasing regulations and ensures that the contracts are established and managed on the state's procurement system.
2. Supervises procurement staff conducting all steps of the state procurement cycle; Directs and completes special projects, trains staff, reviews subordinates' work upon completion, and assists the Chief Fiscal Officer and Fiscal Office Manager when necessary.
3. Maintains accurate and current knowledge of procurement regulations, policies, and departmental practices; regularly reviews and updates MEMA policies and procedure and contributes to the on-going maintenance of the Agency's Internal Control Plan.
4. Serves as Procurement Unit Leader in the event of emergency activations.
5. Understands and participates in strategic and emergency planning activities to align Procurement Office with agency priorities
6. Prepares standard contracts as needed for all services and emergencies .
7. Provides and receives direct information and customer services to a variety of MEMA staff as part of handling the business needs of MEMA Units.
8. Meets and communicates with all pertinent Unit staff, including Planning, Logistics, Facilities, IT/Communications, Operations with administrative and purchasing needs.
9. Coordinates with Fiscal Coordinator for funding availability and utilizes available tools, databases, etc., to inform decision making.
10. Oversees that vendor updates are completed per Comptroller Policy and are accurately entered into MMARS.
11. Oversees projects, trains staff, reviews subordinates' work upon completion, and assists the Chief Fiscal Officer and Fiscal Office Manager when necessary.
12. Approves CommBuys requisitions, bids, and other transactions; assists others in the use of the COMMBUYS system.
13. Assists in the development of new systems for tracking and reporting contract utilization data to ensure optimum utility of contract funds and cost-effective delivery of services.
14. Responsible for completion of employee performance reviews per agency deadlines.
15. Maintains a current working knowledge of MMARS, COMMBUYS, and the regulations of the Office of the State Comptroller (OSC) and the Operational Services Division (OSD).
16. Provides technical assistance to department and vendor staff to ensure compliance.
17. Participate in emergency operations response as an observer/player for nuclear drills and exercises as required.
18. May be required to work extended hours, including during nights and weekends in the event of an emergency affecting the Commonwealth.
19. May be required to travel for overnight stays.
20. May, or will be required to carry and use a radio when away from the office during duty hours to ensure enhanced communications with headquarters and/or regional offices.
21. Must have basic computer knowledge and experience, and a willingness to learn advanced applications as they pertain to assigned duties and responsibilities.
22. Must have ability to provide for his/her reliable transportation to and from work or assigned locations, on a daily basis as well as during an emergency activation.
23. Must have ability to form harmonious working relations with others and be able to work well as part of a team.
24. Perform related work as required or assigned.
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.
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.
