Procurement Specialist

bphccareers; Massachusetts; On-site; USD 65,000 - 95,000; Full time

Job summary

The Boston Public Health Commission is seeking a Procurement Specialist to ensure proper, timely procurement of goods and services for its employees. You will handle requisitions, POs, contracts, and vendor communication while upholding government procurement guidelines.

You will train stakeholders on equitable procurement, produce data analysis reports, and collaborate with Finance and IT to optimize the Procure to Pay process. A MCPPO certification and strong MS Office skills are preferred.

Qualifications

• BA/BS in Finance, Accounting, Business, Economics, or related field required or an Associate Degree with 2 years transferable Finance experience, or 4 years of transferable Finance experience.
• 3–5 years of transferable Finance experience required; nonprofit or city/municipal agency experience preferred.
• Willingness to obtain Massachusetts Certified Public Purchasing Official (MCPPO) certification; proficient in Microsoft Office.

Responsibilities

• Review, verify and process requisitions; create and maintain Purchase Orders and Contracts.
• Upload contracts to a Contract Repository System, track contract status and bottlenecks.
• Maintain contracts from origination to fulfillment; serve as point of contact to vendors.
• Assist Director with RFRs, draft scope of services and analyze responses.
• Collaborate with finance, IT systems and Accounts Payable to ensure proper setup and routing.
• Produce data analysis reports and identify key metrics for reporting.
• Support Procure to Pay improvements and participate in team meetings.

Job description

The Procurement Specialist works to ensure proper, timely, and reliable procurement of goods and services for the employees of the Boston Public Health Commission (BPHC). This position is responsible for working with assigned bureaus on the complete procurement chain process ensuring proper BPHC and governmental Procurement guidelines and policies are followed. The responsibilities of this position include, but are not limited to, the following:

• Review, verify and process requisitions; create and maintain Purchase Orders and Contracts
• Upload contracts to a Contract Repository System, track contract status, follow up on bottlenecks
• Maintain contracts from origination to fulfillment. Serve as point-of-contact to vendors
• Assist Director with preparation of Request for Response (RFRs), draft detailed scope of services, participate in the analysis and review of responses
• Partner with key stake holders by training them to understand the importance of Equitable Procurement
• Conduct PowerPoint presentations that reflect current data on BPHC Equitable Procurement successes
• Collaborate with finance departments on accurate setup of projects and approval authorizations
• Collaborate with Information Technology/System on accurate routing setup
• Work with Accounts Payable to resolve questions that arise from incomplete or inaccurate invoices
• Produce various data analysis reports as needed for internal and external reporting purposes
• Identify key reporting metrics by categories and types
• Participate in different projects with third party software consultants for system improvement updates
• Provide contract information and back up documentation support for internal and external audits
• Maintain a high level of integrity and confidentiality with bureaus and programs to protect data
• Participate and engage in BPHC and Procure to Pay team meetings and activities as required
• Support Procure to Pay office for continuous business process Improvement to increase efficiencies
• Perform additional miscellaneous duties as requested by Procure to Pay Director or Chief Financial Officer

• BA/BS in Finance, Accounting, Business, Economics, or related field required or;
• Associate Degree in Finance, Accounting, Business, Economics, or related field and 2 years transferable Finance experience or;
• 4 years of transferable Finance experience may be substituted in lieu of degree
• Plus 3-5 years of transferable Finance experience is required. Prior experience working with a nonprofit or a city/municipal agency is preferred.
• Master’s Degree a Plus
• Willingness to obtain Massachusetts Certified Public Purchasing Official (MCPPO) certification
• Proficient knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint, ACCESS, SharePoint)
• Strong data analysis background building graphics, pivot tables, interactive charts is required. Experience with building database, and macros in Excel and ACCESS is a plus
• Excellent written, verbal and communication skills to explain ideas, problems, or solutions
• Ability to solve problems, prioritize activities and multi-task
• Ability to organize complex data from difference sources, and present it to difference audiences
• Able to work in a fast paced, deadline-oriented and project base environment
• Must be self-motivated with the ability to work independently, or as part of a team, as needed
• Proactively identify systematic problems and provide recommendations for solutions
• Attention to detail in data collection and reporting analysis
• Experience with Microsoft Great Plains 2018 version is a plus
• Experience with DXC ReQlogic Procurement System is a plus