The Procurement Officer reports to the Controller and Assistant Controller and performs a variety of administrative duties relative to the procurement and disposition of supplies, services and real property for all City and School departments; negotiates vendor terms and prices; has a working knowledge of budget and scheduling requirements; creates and maintains bid documents, and all documentation and reporting required under Massachusetts General Laws.
Serves as an expert resource to all City and School departments. Issues memoranda regarding updated state contract provisions/requirements, develops and revises City-wide Procurement Policy as appropriate and provides training on the Policy. Writes bid specifications, advertises to solicit responses to requests for proposals/invitations to bid in accordance with MGL 30B, 30,39M, and 149. Accepts and opens all bid documents in accordance with statutory requirements and produces a list of responsive bidders which is forwarded to the awarding authority. Ensures compliance with all Central Register requirements under MGL, c. 9, § 20A and Goods and Services requirements under MGL, c. 30B, § 5 & 6. Works with Department Heads to dispose of City and School surplus supplies, vehicles and personal property in accordance with MGL, c. 30B. Maintains all bid document records including bids, bid tabulations, advertisements and addenda. Maintains index of all fully executed contracts. Evaluates requests for exceptions to existing procurement policies and makes recommendations to appropriate authority relative to accommodation of the request. Reviews all requisitions submitted by City and School departments for purchase order accuracy, cost efficiency and proper accounting identification. Conducts pre-bid sessions and pre-construction meetings, responds to questions concerning the bidding process, and issues addenda as required to all registered bidders. Disposes of all bid document records per Records Disposal Schedule. Assists departments by checking references on potential vendors. Interacts with the Department of Labor and Industry (responds to inquiries such as wage rates for specific projects), Inspector General’s Office (answers bid protest questions; serves as Chief Procurement Officer’s delegated agent; participates in training program for the MCPPO certification process), and Operation Services Division (provides oversight for state contracts and participates in required training programs). Produces procurement-related correspondence such as award/rejection letters, return of bid deposits, and letters of consideration. Investigates sources of supply for prices and conducts comparative cost surveys. Monitors certified payrolls for all City construction projects. Approves all requisitions that meet MGL procurement thresholds.
This position will remain open until filled. Interested applicants may submit a cover letter and resume to the Human Resources Director, City of Malden at: firstname.lastname@example.org