Director Of Contracts Administration – (260001A9)

Austin Community College; Massachusetts; On-site; USD 90,000 - 120,000; Full time

Job summary

A public service department is seeking a Director of Contracts Administration to oversee procurement and contracting for a $2.3B human services budget. The role involves managing the Contracts Unit and ensuring compliance with financial laws and policies. Ideal candidates will have over six years of experience in contract management, knowledge of procurement systems, and a proven ability to improve business processes. The position requires strategic oversight and effective communication with oversight agencies.

Qualifications

• Six years of administrative and supervisory experience.
• Deep knowledge of procurement systems and policies.
• Experience with analyzing and improving business practices.

Responsibilities

• Manage the Central Office Contracts Unit.
• Develop and implement procurement policies.
• Ensure compliance with state finance and procurement laws.

Skills

Analytical tools expertise

Knowledge of procurement rules

Ability to manage contracts

Experience with Agile methodologies

Excel proficiency

Tools

ICMS

FMIS

EIM

MMARS

CLM

COMMBUYS

Job description

Director Of Contracts Administration - (260001A9)

The Department of Developmental Services (DDS) has an immediate opening for a Director of Contracts Administration.

The Director of Contracts Administration is responsible for all policymaking, oversight, and administration related to procurement and contracting of DDS's $2.3B purchased human service programs. The Director is a member of the Department’s senior management team and is responsible for management of the Central Office Contracts Unit and oversight of four regional contract offices.

The Director is responsible for policy making and oversight of all contracts administration and purchasing activities engaged by the Department. The Director works with regional contracts offices to establish policies and best practices for contract administration and ensures compliance with DDS policies, procedures, and applicable laws and regulations. A critical function of this role is to develop business process efficiencies in contract administration and align contract processes with financial management and strategic modernization goals of the Department.

The Director is also responsible for the oversight of all procurement activity for the Department, ensuring compliance with state finance and procurement laws and adherence to policies and procedures established by the Office of the State Comptroller and Operational Services Division. The Director is responsible for managing procurements through their entire lifecycle. This includes coordinating procurement management teams for all Purchase of Service (POS) procurements, interfacing with operational and programmatic subject matter experts to develop service requirements, aligning procurements with the strategic goals of the Department, and managing procurements through the posting, bid review, and award phases. The Director also oversees all rate development and reviews for POS as required by M.G.L. c 188E.

Duties and Responsibilities

• Provides management of the Central Office Contracts Unit.
• Develops policies and procedures for procurement and contract administration and oversees implementation of policies across four regional offices.
• Analyzes the efficacy of current business practices and recommends workflow and system improvements.
• Oversees all POS procurement activity for the department; coordinates procurement management teams for the development of BID/RFRs and manages procurements through full lifecycle.
• Verifies that program standards and other contracting and procurement requirements are developed in a timely manner and RFRs are released on schedule.
• Ensures rate reviews are completed on schedule and rates are developed to address new programs and emerging needs.
• Coordinates the development and ongoing operation of various contract management IT systems that support contract pricing, payment, federal waiver claiming, and oversight/monitoring. Data systems include but are not limited to Financial Management Information System (FMIS), Enterprise Invoice Management (EIM), The Hub, Home and Community Services Information System (HCSIS), and other related systems.
• Interprets and implements promulgated regulations and directives issued by oversight agencies including the Operational Services Division (OSD), the Executive Office of Health and Human Services (EOHHS), and the Office of the Comptroller (OSC).
• Oversees staff activities related to the annual requalification of 200+ providers where DDS is the Principal Purchasing Agency.
• Establishes guidelines and standards for the qualification of new providers seeking to contract with the Department.
• Generates reports outlining the financial health of DDS providers; monitors Corrective Action Plans and assists the Bureau of Program Integrity with developing responses to audits issued by the Office of the State Auditor.
• Maintains effective communication with oversight agencies, including OSD, EOHHS, and OSC.
• Monitors DDS and statewide contracting rules and use of systems such as MMARS, COMMBUYS, and Contract Life Management; Ensures staff have access to up-to-date reports.
• Performs other duties as assigned.

Preferred Qualifications

• Six (6) years of professional, administrative, and supervisory or management experience in a complex public or private agency.
• Familiarity with ICMS, FMIS, EIM, MMARS, CLM, and COMMBUYS.
• Knowledge of Operational Services Division procurement rules and regulations and procurement systems.
• In-depth knowledge of agency procurement and contracting policies, procedures, and standards.
• Broad knowledge of contract negotiation policies and practices.
• Understanding of OSD auditing policies and procedures.
• Basic understanding of rate-setting activities and rate review systems and procedures.
• Working knowledge of management principles and practices.
• Knowledge of General Accepted Accounting Principles (GAAP).
• Comprehensive understanding of DDS regulations, policies, procedures, programs, and services.
• Experience with Agile project management methodologies.
• General understanding of training and curriculum design and instructional strategies.
• Proven knowledge of analytical tools and expertise with Excel.
• Ability to manage and coordinate annual contracting/engagement and amendment process.
• Expertise in establishing standards for managing contracts, performance, and quality improvement.
• Capacity to design and implement operational, communication, coordination, and accountability processes.
• Demonstrated ability to interpret and use data in problem-solving and process improvement.
• Proven ability to understand, apply and explain pertinent laws, rules, regulations, policies, and procedures.

About the Department of Developmental Services

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B+ operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.