Contracts & Procurement Specialist (Business Management Specialist)

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.

COMMBUYS Activities/Bid Management:

• 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.

Compliance Activities:

• 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.

Preferred Qualifications

• 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.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

Minimum Entrance Requirements

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have (A) at least three (3) years of full-time or equivalent part-time, professional experience in business administration, business management or finance/accounting, or (B) any equivalent combination of the required experience and substitutions below.

Incumbents may be required to have a current and valid motor vehicle driver’s license at a class level specific to assignment.

Substitutions

I. A Bachelor’s degree with a major in business management, finance or a related field may substitute for two (2) years of the required experience.

II. A Master’s degree or higher with a major in business management, finance or a related field may substituted the required experience.

• 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.

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.