Job Description
Job Description
ESSENTIAL DUTIES & RESPONSIBILITIES:
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. The MCCA reserves the right to modify this job description at any time, with or without notice.
Procurement Systems & Data Support:
- Assist with administering procurement-related workflows within MCCA’s ERP system (Business Central), including data entry, purchase order setup, and system maintenance.
- Support the development and maintenance of dashboards and reporting tools to track procurement activity, open and past due orders, and contract performance. -
- Contribute to system updates, configuration improvements, and procurement documentation in collaboration with IT and Finance.
- Assist in the transition from manual to electronic procurement processes to enhance efficiency and accuracy.
Purchasing & Contract Administration:
- Coordinate the creation and management of procurement records—including system entries, contractual documentation, and collaboration with internal teams—to ensure accurate setup of contracts and Standing Orders (SOs) in Business Central, along with ongoing tracking of supporting documentation throughout the procurement lifecycle.
- Obtain and review competitive bids, quotes, and proposals from vendors; support internal stakeholders in evaluation and selection processes.
- Maintain comprehensive procurement files—both paper and electronic—including contracts, supplier agreements, software licenses, and warranties. Create and manage organized record-keeping systems and documentation for each procurement, and provide timely updates to relevant stakeholders as needed.
- Create and manage purchase orders, monitor deliveries, and ensure accurate receipt and inspection of goods and services.
Strategic Procurement & Process Improvement:
- Identify opportunities for efficiencies and cost savings through better procurement planning and process improvements.
- Collaborate with departments to track recurring purchases and help consolidate buying where appropriate.
- Support surplus asset disposal, including auctions, donations, and state surplus procedures in accordance with MCCA policies.
- Assist in developing and revising procurement-related standard operating procedures (SOPs) and guidance materials.
Vendor & Internal Stakeholder Support:
- Support communication with vendors to ensure clarity on order specifications, delivery expectations, and contract terms.
- Assist with inventory control procedures, including updating warehouse pricing and collaborating with the Warehouse Manager and departmental users.
- Participate in tracking and reporting supplier diversity metrics in partnership with other stakeholders.
- Support and provide guidance on vendor relationships, contract performance, and vendor record management. Facilitate business performance reviews by working with departments to evaluate whether vendors are meeting contractual KPIs and organizational needs, and offer solutions and guidance to improve outcomes where necessary.
- Assist the Director collaborating with the Authority’s Owner’s Project Manager (“OPM”) on all Capital Projects regarding scheduling and contract terms and conditions
- Ensure confidentiality of all contract negotiations and financial data related to purchasing activities, as well as matters relating to risk concerns
- Represent the MCCA and maintain professional relationships with state and federal agencies, outside supply sources, and relevant professional associations
- Remove barriers to supplier diversity by researching and analyzing small businesses to align with procurement needs; analyze and plan opportunities to increase diverse business participation.
- Assist in managing relationships with internal stakeholders to develop best practices and ensure adherence to internal procedures and protocols, contributing to the strategic planning and execution of bidder Q&As, bidder conferences, RFPs, and contract negotiations.
- Perform other duties as assigned.
MINIMUM ENTRANCE REQUIREMENTS:
- Bachelor’s Degree in Business Administration, Public Administration, Supply Chain Management, or a related field preferred.
- Minimum of 5-7 years of experience in procurement or purchasing in a public sector or similarly regulated environment.
- Proficient in Microsoft Excel, including the use of pivot tables, formulas, and data analysis tools to interpret and manage procurement-related data effectively.
- Strong organizational skills, attention to detail, and ability to meet deadlines in a fast-paced environment.
PREFERRED QUALIFICATIONS:
- Familiarity with public procurement laws, including M.G.L. Chapter 30B, or willingness to complete relevant training.
- Experience with Microsoft Dynamics 365 Business Central or similar enterprise resource planning (ERP) systems.
- Understanding of surplus asset management processes and vendor contract management.
- Experience supporting procurement modernization or digital transformation efforts.
- Familiarity with supplier diversity tracking or reporting frameworks.
WORK SCHEDULE:
- Standard business hours, with the understanding that schedules may vary based on operational needs. This may include occasional early mornings or late evenings to support vendor interactions or system upgrades.
- All positions within the MCCA are designated as on-site roles. As such, this position requires in-person attendance five days per week. Remote or hybrid work arrangements are not part of MCCA's operational model.
DRESS CODE:
- Business formal. Employees are expected to project dignity and decorum appropriate for public-facing leadership roles through professional dress and grooming.
PHYSICAL REQUIREMENTS:
- This position primarily involves sedentary office work with frequent use of standard office equipment and occasional movement around and travel to MCCA facilities. The role may require attending off-site vendor meetings and occasionally lifting or carrying materials up to 15 pounds. Reasonable accommodations for qualified individuals with disabilities will be provided in accordance with MCCA’s accommodation policy and applicable laws.
EMPLOYMENT AT-WILL:
- Employment with the MCCA is at-will. This means that either the employee or the MCCA may terminate the employment relationship at any time, with or without cause or notice, and nothing in this job description shall be interpreted to alter this at-will relationship.