Procurement Specialist / Contracts

Procurement Specialist / Contracts

The Middlesex Sheriff's Office ("MSO") is seeking a qualified professional for the position of Procurement Specialist / Contracts ("Specialist") to work in the Fiscal Department at the Administrative Office located in Woburn, MA. The Specialist will serve as the point of contact on all contractual matters between the MSO and vendors for goods and services. The hours of work will be 8:00a.m. to 4:00p.m. on Monday through Friday and subject to change based on the discretion of management and the needs of the Fiscal Department. This is a full-time, non-exempt, at-will employment position. The position reports to the Purchasing Director.

Additional responsibilities of the Specialist include, but are not limited to, the following:

o Organizing and managing all MSO contracts from initial procurement to archiving (current and expired) through the contract software database;

o Ensuring timely review, approval and reconciliation of contract obligations against expenses;

o Ensuring that signed contracts are disseminated to all relevant parties to provide contract visibility and awareness;

o Managing contract close-outs, amendments, extensions or need for renewal process;

o Providing guidance on contract matters to department heads or other operational staff, including training to new department heads and other employees in contracting practices and procedures, as needed;

o Acting as a liaison between MSO personnel, vendors and the Commonwealth of Massachusetts Operational Services Division ("OSD");

o Conducting periodic contract reviews on costs and services to ensure the MSO is receiving best value in accordance with all procurement policies and best practices.

o Assisting in the day to day operations of the fiscal and purchasing departments;

o Working with the Purchasing Director to ensure that all applicable Commonwealth of Massachusetts procurement laws and policies are properly followed;

o Assisting the Purchasing Director in the formulation of bidding documents and specifications for public bids;

o Completing approved purchase orders with vendors for receipt of goods and services;

o Investigating and resolving discrepancies on purchase orders and invoices;

o Assisting with all central purchasing department duties and responsibilities, as needed;

o Other work duties as assigned and required by the Purchasing Director, as needed.

The individual selected for the position of Procurement Specialist / Contracts must have the ability to exercise good judgment and focus on detail as required by the job. The individual selected shall also be cognizant of the confidential and sensitive nature of working in a law enforcement agency and must comply with all institutional rules regarding safety and security.

Qualifications:

• Bachelor's Degree in Business/Public Administration, Accounting/Finance or closely related field preferred;

• Minimum of five (5) years' experience in contract administration, purchasing for a large-scale organization or a related field required;

• Work independently, as well as, and with other internal departments in a fast-paced environment and execute close attention to detail;

• Strong written, communication, organizational, analytical, problem-solving and time-management skills;

• Ability to complete multiple projects in a timely and accurate manner while maintaining comprehensive and cohesive records;

• Strong knowledge of Microsoft Word, Excel and Access are mandatory.

• Strong working knowledge of Massachusetts Management and Accounting Reporting Systems ("MMARS") preferred

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Must have an active valid driver's license, the right to legally operate a motor vehicle in Massachusetts and pass a criminal background check, which includes medical, drug (including marijuana) and psychological screenings.

Salary: Starting annual base salary is $83,595.35, plus additional benefits. Interested candidates can review this job posting at www.middlesexsheriff.org and may submit a cover letter and resume via email to HR@sdm.state.ma.us.

Submissions must be received by Monday, July 8, 2024 at 5:00p.m.