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Vendor Coordinator

About the Department of Family and Medical Leave:

DFML’s mission is to implement and run a program that provides income support to Massachusetts workers and their families during significant life events while serving as a partner to employers to deliver program integrity. DFML’s vision is to ensure a Massachusetts workforce that is healthier, more productive, and enjoys a better quality of life.

Massachusetts' first-ever digitally native service, Paid Family & Medical Leave, is now available. As we strive to help constituents manage their health and care for their families, we want to be sure that benefits are easy to access by setting a new, higher bar for interacting with the state online. We’re rethinking and transforming how government services normally operate, using best-in-class technologies and techniques to create an experience that feels more like a consumer app than what people usually expect from government.

We will interact with people at big moments in their lives—the birth of a child, serious injuries, and potential losses of loved ones. These are stressful, hopeful, and overwhelming times that are experienced by everyone regardless of age, gender, ethnicity, sexuality, or socioeconomic status. We are here to help the working people of the Commonwealth to navigate these major life milestones by providing security and support when they need it most.

This will be a large and highly visible program. All Massachusetts employees and many Massachusetts independent contractors will be covered by the PFML law and eligible for benefits. There are approximately 3.7 million eligible workers in Massachusetts. DFML anticipates collecting approximately $1.4 billion in contributions annually and paying up to $1 billion in total benefits annually.

 

About the Role: 

The success of the Paid Family and Medical Leave Program relies on the implementation of an end to end technology solution in support of DFML objectives. The design, build, deploy, operate and maintenance of this solution is led by DFML and supported by Agency and Commonwealth IT.

DFML is the Commonwealth’s first digitally native state agency and leverages modern, cloud-native technological components (portal, API, claims processing and contact center technologies) to form an integrated solution. Each technical component is supported by a dedicated support team which includes state and vendor resources.

The Vendor Coordinator will be responsible for coordinating all aspects of DFML vendor contract administration. The incumbent of this position is responsible for completing and maintaining all contracts, amendments, renewals and ISAs for DFML.

 

Responsibilities:

  1. Coordinates assigned contract/purchasing functions in order to ensure efficient operations and compliance with established standards
  2. Lead in the development and execution of competitive Requests for Responses (RFRs) through the COMMBUYS system in accordance with State and department regulations, procedures and policies, as necessary. Upon award, enters requisitions, purchase orders, etc., in COMMBUYS.
  3. Prepares and processes Task Orders and Change Orders and amendments
  4. Reviews vendor invoices for conformity with assigned task orders, including but not limited to budget allowances, prior payment history and present and past tasks performed to ensure that all payments are accurate
  5. Brings purchasing/contract issues and proposed resolution to the attention of their supervisor for immediate action and/or development of action plan
  6. Enters vendor requisitions into the HRIS System on behalf of the department
  7. Enters goods and services encumbrances in the Massachusetts Management Accounting & Reporting System (MMARS)
  8. Develop and manage Interdepartmental Service Agreements (ISA) and BARs, working in collaboration with other state agencies when assigned
  9. Provides technical assistance and advice to department personnel, vendors and co-workers in order to ensure compliance with established procedures
  10. Maintains liaison with vendors/contractors and between internal units of the department as assigned in order to exchange information, resolve problems, and/or coordinate efforts.
  11. Reviews and analyzes various contract forms and related documents written between department and various private and public vendors for various State/Federal programs, grants and miscellaneous Agreements for accuracy, content, completeness and for compliance of MGL and other governing State and Federal laws, regulations and policies
  12. Confers with vendors and department staff in order to exchange information and resolve problems
  13. Attends meetings, trainings, and workshops so as to keep up to date and informed of all state policies and procedures
  14. Works with program and department financial staff in tracking vendor invoices against contract progression
  15. Maintain various data points and ensures information is accurate and input timely
  16. Prepares reports, notification correspondence and various other documents as needed
  17. Recommends and implements process improvements.
  18. Performs other duties as assigned. 

 

Preferred Knowledge, Skills & Abilities:

  • Massachusetts Certified Public Purchasing Official designation
  • Knowledge of the principles and practices of purchasing/procurement/contract management

*Selected candidates will be expected to report to our Boston office on their first day; positions will remain remote until further notice.*

Qualifications

 

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

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full-time, or equivalent part-time, professional or paraprofessional experience in purchasing work, and (B) of which at least two years must have been in a professional capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's degree with a major in business administration or business management may be substituted for a maximum of one year of the required (A) experience.*

 

II. A Bachelor's or higher degree with a major in business administration or business management may be substituted for a maximum of one year of the required (A) experience and one year of the required (B) experience.* 

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

 

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience. Substitutions will be permitted for a maximum of one year of the required (B) experience.

 Special Requirements: None.

 

An Equal Opportunity/Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

 

Official Title: Buyer III

Primary Location: United States-Massachusetts-Boston-19 Staniford Street

Job: Administrative Services

Agency: Department of Workforce Development

Schedule: Full-time

Shift: Day

Job Posting: Apr 27, 2021, 8:42:33 AM

Number of Openings: 1

Salary: 56,309.76 - 79,753.44 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Dennis Johnson - 6176265111

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

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About the Department of Family and Medical Leave:

DFML’s mission is to implement and run a program that provides income support to Massachusetts workers and their families during significant life events while serving as a partner to…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Salary

$56,309 - $79,753

Benefits

Total Compensation:

As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including: 

  • 75% state paid medical insurance premium
  • Reasonable Dental and Vision Plans
  • Flexible Spending Account and Dependent Care Assistance program
  • Low cost basic and optional life insurance
  • Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
  • 12 paid holidays per year and competitive Sick, Vacation and Personal Time
  • Tuition Benefit for employee and spouse at state colleges and universities
  • Short-Term Disability and Extended Illness program participation options
  • Incentive-based Wellness Programs
  • Professional Development and Continuing Education opportunities
  • Qualified Employer for Public Service Student Loan Forgiveness Program 


Total Compensation:

As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse…

Location

Temporarily Remote
Work must be performed in or near Boston, MA
Associated Location
19 Staniford St, Boston, MA 02114, USA

How to Apply

Please submit your application through the MassCareers portal.

Please submit your application through the MassCareers portal.

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