Procurement Coordinator

Handles all aspects of procurement, including but not limited to, specification writing, bidding, encumbering, ordering, delivery, and verifying of services and or commodities provided to the Lottery. This position provides all administrative functions as it pertains to purchasing. Communicates with internal Lottery staff, outside vendors and state agencies throughout the procurement process.

ESSENTIAL FUNCTIONS

Serves as Procurement Department Administrator –

Maintains up-to-date procurement files

Tracks Commission votes

Vendor Creation and Management

Scans all procurement documents into proper folders on department server.

Maintains an internal database of all contract information.

Tracks contract renewals and end dates following 6 month rule.

Provides ongoing assistance to departments with procurement of goods and services.

Works with departments to write specifications for the purchase of commodities/services.

Ensures that statewide contracts are utilized when available for purchases of services and commodities.

Analyzes and creates supporting documentation regarding proposals, bids, and quotations for goods and services in terms of price, quality, and ability of the vendor to meet all terms and conditions. Issues notices of awards.

Analyzes, evaluates, makes recommendations and creates supporting documentation concerning contract awards to vendors; verifies commodity and service quality; conducts negotiations with vendors; prepares and executes contractual documents.

Maintains accurate and detailed records for audits and Freedom of Information requests.

Receives, verifies, and processes all accounting transactions into MMARS, the statewide general ledger system and track encumbrance balances.

Works closely with the Lottery's Shipping and Receiving division to verify that all items ordered are delivered correctly and on time while utilizing the Warehouse Management System.

Acts as a liaison with vendors and state agencies for questions related to request for responses, contracts, vendor files or payments and CommBuys, the statewide procurement system.

Receives, verifies, and processes all service contracts, space and equipment leases, service modifications, and vendor updates and keeping related documentation up to date

 Performs quarterly accounting reconciliations on all encumbrances.

Maintains all archiving of documents as it relates to Commonwealth retention schedules.

Performs related duties as assigned.

PREFERRED QUALIFICATIONS

· Bachelor's degree in business administration or related discipline plus three (3) years' work experience at a professional level in procurement or related field required.

· General knowledge of purchasing principles and practices; rules, regulations and legislation governing purchasing activities.

· Ability to solicit and interpret technical data in order to prepare bids and proposals and ensure that goods and services purchased meet required specifications, terms and conditions.

· Ability to establish and maintain effective working relationships with public agencies, the public, management and colleagues.

· Ability to establish objectives, recommend procedures and/or methods for cost effective procurement and contract programs.

· Ability to be proactive and to communicate effectively both orally and in writing.

· Advanced Excel skills, including fluency with pivot tables and vlookups; ability to manipulate large sets of data in MS Excel.

· Experience with databases maintaining data, running queries and extracting data and manipulating large datasets.

· Ability to learn and keep updated on procurement rules and regulations and convey that knowledge as necessary to internal and external participants.

· Detail oriented with multi-task juggling skills.

· Strong working knowledge of the current Commonwealth's purchasing, payment and tracking programs, including: MMARS, the Warehouse (CIW), and COMMBUYS.

· Working knowledge of Operational Services Division's policies and guidelines regarding procurements and statewide Master Agreements.

Salary Range Information

For external applicants who are not current employees of the Massachusetts State Lottery Commission (MSLC), the non-negotiable starting salary for this position is $82, Job Grade 24/Step 1).

For current MSLC union employees, the starting salary for this position will be calculated using union promotional rules.

The Massachusetts State Lottery Commission 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.