Contract Specialist

The Bureau of Community Health and Prevention (BCHAP), the Administration & Finance Unit, within the Massachusetts Department of Public Health (DPH) is hiring a Business Management Specialist. This individual will coordinate and oversee the purchasing of goods and services, and contract activities for the BCHAPs' divisions/program staff to achieve program goals and objectives. The Business Management Specialist will need to communicate clearly and effectively with all the external vendors as well as with the internal department partners, including the Purchase of Service, Accounting, and Budget Offices within DPH. The successful candidate must have strong analytical skills, attention to detail, and organizational skills. A key aspect of this position is providing customer service through technical assistance to BCHAP, DPH staff, and internal/external stakeholders.


Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Consult and advise program managers regarding program purchasing and contracting for goods and services.
  
  
• Communicate clearly with program managers and staff, both orally and written, regarding the status of encumbrance documents.
• Review and process purchasing requests using established processing protocols.
• Review and process contract documents and other forms for completeness and accuracy.
• Use and become an expert in BCHAP and statewide procurement and contracting software (MOSAIC, Commbuys, EIM, PTS, CRIS-P) as needed/requested.
• Review financial information for the purpose of recommending a course of action or improvements.
• Analyze and resolve intricate accounting and contract problems for staff and vendors/providers.
• Assist in the resolution of various encumbrance document issues.
• Assist in preparation of documents requested for auditing purposes.
• Provides technical assistance to program managers, staff and vendors/providers regarding fiscal policy and procedures.
• Perform research, generate reports and respond to requests for information.
• Ability to analyze RFR's to determine required contract forms, contract requirements, effective service dates, and processing timeline for contract planning and execution.
• Be familiar with computer applications such as MS Office, Teams, MOSAIC, PTS, EIM, Information Warehouse and website-based systems such as Commbuys, E-Commerce, E-Learning and Adobe and/or willingness to acquire related required skills.
• Complete necessary paperwork pertaining to specific transactions such as Open Orders, Prior Years Deficiencies, RPO's for all BCHAP lease equipment, Docusign for Vendor Code Creation (VCC), and Vendor Code Modification (VCM).
• Participate in quality improvement projects.
• Perform various other tasks/special projects as requested.

Required Qualifications:

• Capability to deal tactfully with others.
• Power to establish and maintain harmonious working relationships with others.
• Skilled to exercise sound judgment.
  
  
  
• Means to multitask and set up independent work priorities
  
  
  

Preferred Qualifications:

• Awareness of state or agency purchasing and contracting procedures including terminology.
• Familiarity of state budgeting and accounting procedures including terminology.
• Knowledge of the types and uses of agency forms.
• Excellent customer service skills, able to work in a fast-paced environment with tight deadlines, strong attention to detail, organizational skills, and ability to communicate in a variety of methods (e.g., in-person, video calls, email, and chat).
• Proficient in Microsoft Office Suite, including Word, Excel, Teams, PowerPoint.
• Analytical skills to interpret complex information accurately and give instructions to audiences with varying degrees of knowledge.

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: MA Department of Public Health


Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at View phone number on click.appcast.io Ext. #4

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

Minimum Entrance Requirements:


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.


Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.


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.