Procurement Coordinator

MassAbility is seeking a highly organized, collaborative, and customer-focused professional to serve as a Grants Management Specialist II. This position plays a critical role in supporting agency procurement, contract administration, purchasing, and operational services that enable MassAbility to deliver high-quality programs and services throughout the Commonwealth.

Reporting to the Administration and Facilities Manager, the Grants Management Specialist II serves as a key resource for procurement and contract administration activities, coordinating purchases, contracts, vendor relationships, and operational support across MassAbility's Central Office and Area Offices. This position is responsible for managing procurements from initiation through completion, supporting contract development and administration, coordinating purchasing activities, providing technical assistance to staff, and ensuring compliance with Commonwealth procurement laws, regulations, policies, and procedures.

The ideal candidate will possess strong organizational, analytical, and communication skills, along with experience in procurement, contract administration, grants management, purchasing, business operations, fiscal administration, or public administration. Individuals who thrive in a collaborative environment, enjoy building relationships with internal and external partners, and are committed to delivering outstanding customer service are encouraged to apply.

At MassAbility, we are driven by a fundamental belief that we are all different but connected – individuals who share a common purpose and who bring our own talents, ingenuity, and perspective to achieve our vision. That belief puts diversity, equity, and inclusion at the center of everything we do. We are keenly aware of the barriers that many of us face as we strive to live life on our own terms. That’s why, as a community, we are committed to always being part of the solution. This work is essential to who we are as an organization. Together, we are making a better state possible for everyone.  As a team member, you’ll join an agency that values a learning and participatory performance culture with an emphasis on high-performance teams, individual contribution/impact, and engagement in activities to promote and support programs, divisions, and the overall agency vision and mission.

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

·       Coordinate agency procurement activities from initiation through completion, including reviewing purchase requests, obtaining approvals, preparing procurement documentation, tracking purchase orders and encumbrances, monitoring procurement status, and ensuring timely completion of purchasing activities.

·       Support the preparation, processing, execution, and administration of contracts, Statements of Work (SOWs), purchase orders, and other procurement-related documents while ensuring compliance with Commonwealth policies, regulations, and procurement requirements.

·       Serve as a primary liaison among program staff, vendors, Accounting, Human Resources, the Operational Services Division (OSD), the Office of the Comptroller, and other internal and external stakeholders to facilitate procurement, contracting, and operational activities.

·       Coordinate vendor relationships, procurement solicitations, furniture purchases, operational supplies, facility-related procurements, and other agency purchasing activities while ensuring quality customer service and timely project completion.

·       Provide technical assistance and guidance to agency staff regarding procurement processes, contract administration, purchasing procedures, required documentation, and Commonwealth procurement requirements.

·       Review procurement and contract documentation for completeness and accuracy, including W-9 forms, EFT documentation, Terms and Conditions, CASL forms, and other required administrative documents.

·       Coordinate onboarding and offboarding activities related to equipment, workspace readiness, procurement requests, and operational support in collaboration with Human Resources, Information Technology, and agency leadership.

·       Develop, maintain, and update procurement procedures, reference materials, job aids, SharePoint resources, and training materials to support consistent agency-wide procurement practices.

·       Utilize Commonwealth systems and business applications to process procurement transactions, maintain vendor information, track contracts, process purchase requests, and ensure accurate data management.

·       Monitor multiple shared inboxes, respond to procurement and operational inquiries, research solutions, resolve issues, and provide outstanding customer service to agency staff and external partners.

·       Assist with grants management, contract administration, operational reporting, and other fiscal or administrative projects as assigned.

·       Perform other duties as assigned.

Required Qualifications:

·       Knowledge of general business administration principles, office operations, administrative procedures, and records management.

·       Ability to interpret and apply policies, procedures, regulations, and administrative guidelines while exercising sound judgment and attention to detail.

·       Ability to manage multiple priorities simultaneously, organize complex workloads, and consistently meet established deadlines.

·       Strong analytical, organizational, and problem-solving skills with the ability to research issues, identify solutions, and make informed decisions.

·       Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with employees, vendors, providers, agency leadership, and external stakeholders.

·       Ability to establish and maintain productive working relationships while providing exceptional customer service in a collaborative team environment.

·       Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Teams, and other business applications.

·       Ability to maintain confidentiality while exercising sound judgment, professionalism, and discretion when handling sensitive information.

Preferred Qualifications:

·       Experience coordinating procurement, purchasing, contract administration, grants management, fiscal operations, accounts payable, or business operations within a public, nonprofit, higher education, healthcare, or government environment.

·       Knowledge of Commonwealth procurement laws, regulations, policies, procedures, and best practices, or the ability to quickly learn and apply them.

·       Experience managing multiple procurements, contracts, purchasing activities, or operational projects while balancing competing priorities and meeting established deadlines.

·       Demonstrated ability to interpret policies, procedures, contracts, and administrative requirements while ensuring compliance and accuracy.

·       Experience building collaborative relationships with internal stakeholders, vendors, contractors, and external partners.

·       Strong customer service, organizational, analytical, and problem-solving skills with the ability to identify issues and develop practical solutions.

·       Experience preparing contracts, purchase orders, procurement documentation, Statements of Work, reports, spreadsheets, and other business correspondence.

·       Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, SharePoint, and Teams, along with experience learning new business systems and technology platforms.

·       Experience utilizing enterprise procurement, contract management, financial management, or document management systems is preferred.

·       Excellent written and verbal communication skills, with the ability to communicate effectively across all levels of an organization.

·       Ability to work independently, exercise sound judgment, maintain confidentiality, and contribute effectively within a collaborative, team-oriented environment.

About MassAbility

MassAbility provides services that break down barriers and empower people with disabilities to live life on their own terms. Our programs focus on vocational rehabilitation, community living, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do.  We envision a Commonwealth that is open to all, where everyone can seize their true potential and contribute fully to our communities and the world.  Together with stakeholders, partners, and allies, MassAbility collaborates, problem-solves, and innovates to bring about a better Massachusetts for everyone—one that is truly equitable, accessible, and inclusive.

For more information about our agency and programs, visit: MassAbility | Mass.gov

Pre-Offer 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 http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."

As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth’s website.

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 1-800-510-4122 and select option 4.

Applicants should upload a cover letter and resume for the Grants Management Specialist II requisition.

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, supervisory managerial or administrative experience in public administration, business administration or business management, and (B) of which at least one year must have been in grants management, contract administration or contract management work, 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, public administration, or business management may be substituted for a maximum of one year of the required experience.  

II. A Bachelor's or higher degree with a major in business administration, public administration or business management may be substituted for the required experience.  

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

NOTE: No substitutions will be permitted for the required (B) experience.  

Special Requirements:  None.

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%25 of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.