This position offers some flexibility of office location within the hybrid work model currently being observed. 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, 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 who are 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. The Finance and Fiscal Compliance unit seeks to hire a Procurement Specialist who will handle all aspects of procurement for the Department of Early Education and Care (EEC). In coordination with the other Procurement Specialists, they will handle the, bidding, monitoring, awarding, encumbering, and tracking of procurements consistent with procurement law, regulations and best practices while utilizing the Commonwealth’s procurement system COMMBUYS and accounting system MMARS. They will have a significant role in all aspects of the Accounting and Contract Unit’s day-to-day operations and will be responsible for ensuring all internal and external deadlines are met as it relates to the operations of the unit. The Procurement Specialist will act as a liaison to other units outside of the fiscal unit to ensure procurement, contract and payment policies and requirements (within EEC) and EEC’s oversight agencies are followed. They will consult and collaborate with the Office of the State Comptroller (CTR), State Treasurer’s Office (OST), Operational Services Division (OSD), Supplier Diversity Office (SDO) and other state agencies as needed and will work closely and be able to represent the Associate Commissioner for Accounting and Contracts as it relates to the work and responsibilities of the unit. Key Responsibilities: • Provide assistance 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 and the Office of the Comptroller. • Post, monitor and track all procurement activity on the Commonwealth’s COMMBUYS System for the Department. • Maintain detailed files/records as well as tracking mechanism to monitor post-award activities to insure adherence to contract budgets and all reporting requirements. • Provide technical assistance to the field as it relates to procurements in COMMBUYS and the requirements for RFRs and SOWs. • Keep current on all MMARS, COMMBUYS and RFR policies and procedures. • Oversee a designated caseload of Department contracts and grants to ensure policies, procedures and regulations are met. • Throughout the year, monitor spending activity on all object classifications. • For department managed contracts, write periodic summaries of contract awards and contract performance. • Develop and implement “best practices” for the day-to-day workload of the unit and develop processes for streamlining work whenever possible, including reviewing, and updating Internal Controls and make recommendations for improvement. • Assist with the preparation of year-end administrative encumbrance management, including but not limited to creating reports for internal staff • Prepare Department Master Service Agreements in MMARS and maintain active vendors and monitor spending. • Represent all the fiscal units within the Department acting as a “Liaison” as it relates to IT development, reporting and enhancements of the various Fiscal applications/databases to ensure the business needs of the individual Fiscal Units are represented. • Update and keep current the unit’s Internal Control policies and procedures. • Disseminate all financial policies and procedures to staff and give technical assistance when needed to ensure staff are up to date with all fiscal policies as it relates to their work. • Assist in the development of specialized data reports and assessments for internal and external purposes. • Attend monthly meetings to discuss legal changes to contracts as it relates to mergers and acquisitions for the Department’s human service vendors. • Maintain up to date COMMBUYS procedures and policies and attend OSD meetings as necessary to ensure the Department is in compliance with all COMMBUYS regulations. and requirements. • Ensure all contracts and amendments are processed in a timely manner and all deadlines are met throughout the fiscal year. • Act as liaison to other state agencies for the Department 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 fiscal activities for the unit. • Prepare monthly, quarterly, and annual utilization on subsidy contracts. • Interact with the public (fielding phone calls, answering emails, attending meetings) about related procurements. • Maintain multiple databases with accurate information, generate standard and ad-hoc queries and reports in EEC databases, Excel, and Microsoft Access for use within the unit and to disseminate to other EEC units. • Furnish copies of tax-exempt forms to outside vendors upon request and maintain updated records of all current vendors for the Department including prompt pay discounts and monitor the Department’s discounts throughout the fiscal year. • Oversee the year-end operations of the unit to meet all internal and external deadlines, including participation in the year-long planning and implementation of the annual “Open and Close” each fiscal year • Manage various tasks and take ownership of assignments that pertain to office moves and/or equipment leases for the Department and work together with the Operations Unit, Regional Directors and other staff and outside stakeholders to facilitate projects. • Perform other duties as assigned. Preferred Qualifications: • Knowledge and understanding of COMMUBYS for all procurement transactions including, but not limited to, creating bids, requisitions, Request for Quotes with scope of works (SOW) and Request for Response (RFR) • Thoroughness, independence, and excellent written and verbal communication skills • Ability to research and resolve or recommend solutions on fiscal issues for the unit • Excellent organizational skills and the ability to exercise discretion in handling confidential information • Ability to adjust to varying or changing and challenging working situations to meet emergency or changing financial requirements and/or deadlines • Working knowledge of all object code classifications in the Commonwealth’s Expenditure Classification Book • Knowledge and understanding of accounting principles and practices applied to Generally Accepted Accounting Principles (GAAP) • Strong working knowledge of the Commonwealth’s systems and applications such as MMARS, COMMBUYS and CIW • Strong experience in state MMARS systems of contracting for commodities & services including but not limited to human and social services • Familiarity with the principles and practices of organizational development/design, financial oversight, including financial analysis budgeting, forecasting, as it relates to Department programs • Ability to comprehend, interpret and apply oral and written instructions • Ability to write clearly, concisely, and efficiently • Ability to maintain accurate statistical reports • Effective communication with internal and external stakeholders • Proficiency with Microsoft Office applications (Word, Excel, Access and, PowerPoint) • Willingness and ability to take direction • Excellent interpersonal skills (verbal and written) needed to present and communicate effectively with all levels of management • Experience in both pre and post award contract management Travel may be required for this position. Questions regarding this position or the application process should be directed to [email protected]. First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) five years of full-time, or equivalent part-time, professional experience in accounting or auditing, of with at least (B) three years must have been in a supervisory, administrative or managerial capacity or (C) any equivalent combination of the required experience and 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. 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. Job: Accounting and Finance* *Organization: Department of Early Education and Care *Title: *Procurement Specialist Location: Massachusetts-Boston - 50 Milk St Requisition ID: 2400009G