The Massachusetts Department of Fish & Game works to preserve the state's natural resources and people's right to conservation of those resources, as protected by Article 97 of the Massachusetts Constitution. To carry out this mission, the Department exercises responsibility over the Commonwealth's marine and freshwater fisheries, wildlife species, plants, and natural communities, as well as the habitats that support them. The Massachusetts Division of Fisheries and Wildlife (DFW) is responsible for the conservation - including restoration, protection, and management - of fish and wildlife resources for the benefit and enjoyment of the public. The Department of Fish and Game, Division of Fisheries and Wildlife, is accepting resumes and applications for the position of Procurement Coordinator (Program Coordinator I) assigned to the Field Headquarters, Westborough, MA. *A cover letter and resume must be submitted as part of the application process and attached “as relevant” to the requisition. * The Procurement Coordinator (Program Coordinator I) is an important member of the administrative team assisting MassWildlife staff navigate administrative procedures while ensuring laws, regulations, policies and procedures are followed. Primary functions include procurement coordination and vendor management. Additional responsibilities include budget monitoring, record management, administrative support, and assisting with the assessment of administrative functions and risk. Coordinates efforts amongst staff, vendors, other entities. *DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES* 1. Procurement: Serves as a procurement coordinator for the MassWildlife. Works with staff to procure goods and services, ensuring compliance with all laws, regulations, policies and procedures. * o Utilizes a Strategic Sourcing approach to obtain best value for the Commonwealth (conducts need assessments, performs research, identifies team members, develops bid documentation, conducts bid and monitors bid process, monitors/evaluates/awards bid, monitors performance, monitors/processes invoices, resolves conflicts, evaluates performance, and identifies areas of improvement for future procurements. 1. 1. Utilizes the CommBuys and MMARS to implement job functions and follows all laws, regulations, policies and procedures. 2. Manages Inter-departmental Procurements including all functions related to the processing of ISAs and Chargebacks. 3. Coordinates with MassWildlife, DFG, and other state entities as appropriate. 2. Vendor Management: 1. Serves as a vendor liaison for MassWildlife. 2. Assists new vendors through the vendor creation process and current vendors with the modification of current records ensuring proper paperwork and processes are followed. 3. Ensures that vendors submitting applications under Departmental Master Service Agreements are reviewed by appropriate staff. 4. Performs routine Vendor reviews: Vendor forms are periodically reviewed to ensure the agency is able to continue to conduct business with current vendors. Activities include, updating address of current vendors; file VU, W-9, Banking and Payment status, and Terms and Conditions forms with the Office of the Comptroller. 5. Assist staff with vendor evaluation efforts, documents and helps to resolve conflicts. 6. Helps to expand participation in the Commonwealth’s Supplier Diversity Program. Assist Associate Director monitor SDP performance. 3. Budget Monitoring: 1. Assists the Associate Director with budget monitoring, encumbrances, and payments for the DFW’s Waterfowl Management and Federal Duck Stamp programs and other appropriations as assigned. 2. Performs annual review of accounting codes, coordinates with key staff to identify coding that needs to be updated and follows proper procedures to update codes in MMARS. 3. Prepares financial reports in connection with such matters as account balances, delinquent accounts, budgetary control, and more. 4. Prepares routine budget estimates, encumbers funds, monitors expenditures/payments. 5. Brings any issues to the attention of key staff. 4. Stamp Programs: 1. working in coordination with the Revenue Coordinator oversees the federal e-duck stamp program ensuring MOU with USFWS is followed, Data Transfer are timely and effective, invoices are processed in a timely manner, and monitors trust balance and status to ensure trust remains active and in good standing. 2. Manages the Division’s archival Waterfowl, Archery, and Primitive Firearms Stamp Collection. 5. Business Functions: 1. Reviews procurement and payable functions and identifies area of improvement and proposes strategies to optimize efficiency to the Associate Director. 2. Under the supervision of the Associate Director, conducts periodic risk assessments, internal audits, and assists in the development and assessment of internal control procedures. 3. Provides applicable training/assistance to MassWildlife staff and its vendors/partners. 6. Administrative Support: 1. Opens and processes MassWildlife invoices ensuring invoices are processed and distributed to appropriate staff for payment in a timely manner. 2. Serves as backup front desk/customer service support at the MassWildlife FHQ 3. Serves as a critical member of the Administrative Team providing backup support to coworkers and staff as appropriate. 4. Cross Trains with other administrative staff to understand procurement and revenue functions. 5. Processes Fixed Assets in MMARS and conducts routine Fixed Asset Inventories 7. Records management: 1. Maintains all records in an organized and accessible manner and in accordance with state Policies and Procedures. 2. Assist Associate Director with the audit of electronic and paper records. 3. Conducts annual record disposal assessment, identifies records eligible for disposal, and procures and conducts disposals following state procedures and in compliance with record retention law, policy, and procedure. 8. Assists the Associate Director, Federal Aid and Compliance Manager, Revenue Coordinator, fellow procurement staff, and other staff as necessary. Other Duties as assigned. 9. The position will be stationed out of the MassWildlife FHQ located in Westborough, MA. Employee will be required to travel to the Boston office on a weekly basis to cross train with Boston staff until cross training is no longer necessary as determined by the Associate Director. *PREFERRED QUALIFICATIONS * 1. Knowledge of the principles and practices of procurement. 2. Ability to use sound, practical judgment and decision-making skills, and to apply good sense in the workplace. The ability to see the big picture, identify gaps, red flags, and assess risk and benefits. Motivated to follow through to ensure tasks are completed in an effective and timely manner. 3. Attention to detailed and highly organized. 4. Excellent interpersonal skills with the ability to establish and maintain harmonious working relationships with others. Ability to deal tactfully with others. 5. Solid financial understanding, analytic and technology skills. 6. Flexibility to adapt in a changing work environment, including technology changes. 7. Ability to understand, explain and apply the laws, rules, regulations, policies and procedures governing assigned unit activities; to maintain accurate records; to analyze and determine applicability of data, to draw conclusions and make appropriate recommendations. 8. Ability to perform mathematical computations with speed and accuracy; to gather information by examining records and documents; to interpret charts, graphs and tables; to work accurately with names, numbers, codes, etc. Ability to develop charts, graphs, and tables. 9. Excellent communication skills. Ability to develop written reports and write concisely, to express thoughts clearly and to deve­lop ideas in logical sequence. *QUALIFICATIONS ACQUIRED ON THE JOB* 1. CommBuys and MMARS and other training opportunities are provided through the Office of The State Comptroller and the Operational Services Division. 2. MassWildlife Policy, Procedures, and Internal Controls. *First consideration will be given to those applicants that apply within the first 14 days.* MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.* II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. *An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.* **Job:** **Administrative Services* **Organization:** **Department of Fish And Game* **Title:** *Procurement Coordinator* **Location:** *Massachusetts-Westborough-Rabbit Hill Road* **Requisition ID:** *25000266*