Procurement Coordinator

Commonwealth of Massachusetts - Stow, MA3.9

The Procurement and Contract Coordinator will perform procurement and contract administration activities for the Department of Fire Services, serving as the primary contract coordinator for the facilities department, including supporting contracts for a fleet of over 100 vehicles, trailers, fire and emergency response apparatus and supporting building maintenance contracts such as HVAC, janitorial, water systems and landscaping for multiple diverse and complex campuses. Additional duties include administration of certain executive office programs such as Critical Incident Stress Management grants.

  • Salary placement is determined by years of experience and education directly related to the position and the Human Resource Division's and Bargaining Unit's recruiting guidelines. Generally a substantial number of years experience is necessary to attain the higher end of the salary range. Please see the preferred qualifications for additional information on the specific requirements for this position.
Duties and Responsibilities (these duties are a general summary and are not all inclusive)

Provide technical assistance, advice and guidance to agency personnel and others in the development bid documents, contracts, purchase requests, and other types of procurements, contracts and grants.
Review procurement requests, requests for responses and proposals and grant documents, including costs estimates, criteria and justification statements, to ensure the inclusion of required information and to evaluate the financial impact of proposed procurements on encumbrances and budgets.
Prepare all procurement/contract award documentation and communicate with originating agency/division and oversight agencies to obtain approval for applications, modifications, and extensions. Data input all encumbrance and procurement transactions into the state accounting system, state procurement system and DFS fiscal databases.
Track all purchases to ensure receipt of purchase order from vendor and delivery timeframes will be met.
For grants received by DFS as a sub-recipient (i.e. via an Interagency Service Agreement), research recipient’s Grant application and Grant agreement to ensure DFS procurements comply with all requirements.
Review purchase requests to ensure compliance with policies, procedures and regulations.
Review staff requests for contract and procurement modifications and make recommendations to supervisor.
Obtains information concerning materials, supplies, equipment, services and capital procurements and leases by contacting vendors and other state agencies and by reviewing technical literature and specifications.
Makes recommendations about purchasing vs. leasing of equipment, as well as warranties and services contracts for same.
Coordinate Strategic Sourcing Services Teams (SSST’s) for DFS and serve on statewide SSST’s with OSD (or DCAM as appropriate) and other agencies. This includes reviewing and editing procurement specifications, developing criteria and rating process, posting/advertising procurements, and awarding contracts.
Facilitate meetings and provide training and technical assistance to DFS staff and other departments to provide information on state, federal, programmatic, and fiscal procurement requirements.
Review and analyze data concerning facility and other assigned agency programs to determine effectiveness of contracts and procurements and make recommendations for changes in operational procedures and guidelines.

Preferred Qualifications

Knowledge and Experience with facility operational needs such as HVAC, fleet management, security systems, grounds keeping, electrical/lighting systems, etc.

Knowledge of state budgetary, purchasing, auditing, contract and accounting procedures, including terminology


First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two 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, or (B) any equivalent combination of the required experience and the substitutions below.

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. 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 experience.*

  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Official Title: Program Coordinator I
Primary Location: United States-Massachusetts-Stow-State Road
Job: Accounting and Finance
Agency: Department of Fire Services
Schedule: Full-time
Shift: Day
Job Posting: Jan 10, 2019, 1:52:22 PM
Number of Openings: 1
Salary: 52,015.34 - 74,146.02 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Mary Travers - 978-567-3145
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No