Director of Procurement

The Town of Dedham seeks qualified candidates for the position of Director of Procurement. This position is responsible for planning, directing, managing, and overseeing the Town’s purchasing activities. This position is also responsible for grant administration by ensuring grant funds are expended according to the terms of the grant and within required time frames.
Qualifications:
Education and Experience
A Bachelor's degree with coursework in finance, business administration, public administration, procurement or related field; and one to three years related experience is required; or an equivalent combination of education and experience. Massachusetts Certified Public Purchasing Official (“MCPPO”) certification desired at time of hire or must be obtained within one year of hire.
Knowledge, Ability and Skill
Language Skills: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills: To perform this job successfully, an individual should have knowledge of MUNIS Accounting and Project Ledger modules; Order processing systems; Spreadsheet software and Word Processing software. Proficient with use of Commbuys website. Prepare and post to Town website request for qualifications, bids, information, and awards.
Other Skills and Abilities: Working knowledge of municipal operations and functions. Ability to work independently, deal directly with department heads and other employees on a day-to-day basis and manage multiple tasks; Effective records management skills; Excellent organizational and problem-solving skills; Clear, effective and persuasive communication skills both orally and in writing.
Other Qualifications: Must be available to occasionally attend night and weekend meetings.
Essential Functions:
Serves at the Chief Procurement Officer (CPO) and administers all purchasing-related activities to procure materials and services in a cost-effective, high quality, and timely manner to ensure optimum results in an honest, fair, and ethical manner.
Coordinates the procurement process for supplies, equipment, services, and design and construction projects and services, including working with departments or committees to prepare initial scopes of work; writes bid specifications, advertises to solicit responses to requests for proposals/invitations to bid in accordance with MGLs 30B, 30 Section 39M, 7C and 149; analyzes bid results and evaluates proposals; working with department heads, the Town Manager, and Town Counsel to draft, negotiate, and award contracts; and maintains procurement records.
Negotiates vendor terms and prices, has working knowledge of budget and scheduling requirements, creates and maintains bid documents, contracts, and all documentation and reporting required under Massachusetts General Laws.
Provides contract administration support to departments, including assistance with reviewing contractor performance, developing contract modifications and investigating reports of contract discrepancies or noncompliance.
Ensures contractor compliance with all federal, state and local regulations including management of prevailing wage, insurance, and associated contract documentation.
Tracks the status of all procurement and contracting activities, including but not limited to dates for each part of the procurement process (date advertised, deadline for responses, award notification, contract signing, contract start and end dates, etc.), solicitation responses/results, contact information for primary contract staff, project/contract budgets and funding sources, and other key information to assist the Town in procurement and contract management. Maintains index of all fully executed contracts. Maintains all bid document records including bids, bid tabulations, advertisements and addenda. Disposes of all bid document records per State Law.
Accepts and opens all bid documents in accordance with statutory requirements and produces procurement-related correspondence such as award/rejection letters, return of bid deposits, and letters of consideration to be presented to the awarding authority.
May assist departments by checking references on potential vendors.
Coordinates pre-bid sessions and pre-construction meetings, responds to questions concerning the bidding process, and issues addenda as required to all registered bidders.
Oversees the administration of the Town’s many real property agreements in consultation with Town Counsel. Such agreements include license agreements, lease agreements, concession agreements, and other agreements with Town entities, state and federal agencies, and private entities concerning a variety of properties.
Serves as expert resource to departments; issues memoranda regarding updated state contract provisions/requirements, develops and revises town-wide Procurement Policy as appropriate and provides training on the Policy.
Works with Department Heads to dispose of surplus supplies, vehicles and personal property in accordance with MGL C 30B and Town of Dedham policies.
Coordinates responses to public records requests that relate to procurement files and activities.
Reviews all requisitions submitted by departments for purchase order accuracy, cost efficiency and proper accounting identification. Investigates sources of supply for prices and conducts comparative cost surveys.
Works closely with the Finance Director and Department Heads to ensure grant money is expended appropriately on eligible staffing, materials and activities and monitors expenditures to ensure compliance with approved budget.
Communicates with all applicable departments, involved in the grant process, to ensure all team members are aware of their roles and responsibilities throughout the entire grant process; following up when needed.
Drafts or supports the development of required reports throughout the grant term and closeout.
Monitors timeline for spending of grant money; ensures grant funds are expended and fully reported to remain in compliance with all grant requirements.
Ensures all items purchased using grant money are fully compliant with Federal Regulations, Massachusetts General Laws and Town policies.
Responsible for ensuring internal control and compliance for each major federal program and working with the Town’s Independent Auditors during the required annual Single Audit.
Maintains financial records and files for all amounts granted, received, or due from Federal, State and other organizations, and monitors outstanding available grant balances.
How to Apply:
Please submit your electronic application along with your resume using our online application.
A complete job description is available upon request.
The town of Dedham is an equal opportunity employer. We celebrate our diverse community by respecting and appreciating our individual differences. Our inclusive culture energizes all of us to belong, collaborate, and grow.

Location: 450 Washington Street,Dedham,MA 02026, Dedham, MA 02026

Job Type: Full-time

Pay: $74,710.00 - $91,530.00 per year