Administrative Analyst

The town of Dennis seeks applicants for the full-time position (35 hours/week) of Administrative Analyst, working under the general supervision of the Town Administrator and the Assistant Town Administrator, the Administrative Analyst provides procurement guidance and expertise to municipal departments in relation to state and local procurement laws and regulations. Manages various confidential research and administrative duties for the Administration Office, Select Board, committees and boards of the town. Massachusetts certified public purchasing official (MCPPO). Provides grant management assistance and tracks all departmental grants. Administers the town’s insurance and risk management programs and provides overall support to Administration office.

Minimum Qualifications: An associate’s degree and three to five years’ experience in public administration; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Must obtain and recertify as required, the Massachusetts Certified Public Purchasing Official (MCPPO) designation.

The essential functions of the position include, but are not limited to:

1. Review all procurement over $10,000 threshold submitted by municipal departments for purchase order accuracy, cost efficiency, and proper accounting identification in preparation for the Assistant Town Administrator final approval. Maintain purchase orders and contract files. Monitor requisitions submitted by municipal departments under $10,000 to ensure departments have not violated procurement laws providing monthly MUNIS reports.

2. Assist departments as needed in developing bid specifications and advertise to solicit responses to Requests for Proposals (RFPs) and invitations to bid, in accordance with M.G.L 30B, 30,39M, and M.G.L Ch. 149, and Ch 7. Ensures compliance with all advertising requirements, i.e. Central Register requirements under MGL c 9, § 20A and Goods and Services requirements under MGL c 30B, § 5 & 6. and on COMMBUYS. Ensures compliance with prevailing wage requirements.

3. Accept and open bid documents as needed in accordance with statutory requirements and produces a list of responsive bidders which is forwarded to the awarding authority.

4. Proficient with use of COMMBUYS website (Commonwealth purchasing site) and familiar with other group purchasing options.

5. Supports municipal departments in analyzing procurement needs and procuring supplies (e.g. office supplies, furniture, paper products, and electrical supplies). Identifies and implements, when feasible, centralized purchasing of goods and/or services for additional cost savings.

6. Coordinate all incoming contracts to be knowledgeable and provide necessary information to affected departments which could result in supply and pricing changes.

7. Serve as a resource to municipal departments by providing information relative to updates on state contract information and revisions to the town’s purchasing procurement policies for Supplies and Services.

8. Review all incoming contracts for compliance with state and town procurement regulations and policies prior to signature by the Assistant Town Administrator, Finance Director and Town Administrator.

9. Coordinate revisions to the town’s procurement manual to ensure all municipal departments are following Massachusetts General Laws (M.G.L.). Work with town staff to develop best practices and policies related to purchasing under M.G.L.

10. Provide training to municipal departments on town procurement policies and best management practices.

11. Participate in training programs for Massachusetts Certified Public Purchasing Official (MCPPO) administrated by the Office of the Inspector General. Assist in processing training applications.

12. Interact with the Inspector General’s Office (answer bid protest questions; serve as Chief Procurement Officer’s delegated agent), Department of Labor and Industry (respond to inquiries such as wage rates for specific projects), and Operational Services Division (provide oversight for state contracts and participate in required training programs).

13. Provide administrative assistance in Town Administration and Select Board office. Prepare/review payment authorizations for Town Administrator and Assistant Town Administrator signatures. Provide administrative support for procurement, grants and contracts.

Starting annual salary is $62,724, with comprehensive benefit package. To apply for this position visit on our website www.town.dennis.ma.us and click on “Employment Opportunities,” complete the online application, attach letter of interest and resume. The position will remain open until filled.

The town of Dennis seeks a workforce that reflects the diversity of its community. AA/EEO