boston planning & development agency 

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

TITLE:    CONTRACT ADMINISTRATOR

GRADE:  K                                                               STATUS:            EXEMPT

DEPARTMENT/DIVISION:  Budget and Finance

SUMMARY OF RESPONSIBILITIES:  The BPDA is seeking a Contract Administrator, reporting to the Procurement Manager, within the Finance Department, to join their team. The Contract Administrator will be responsible for a range of duties to include administering contract documents, assisting with bid opening and related functions, data analysis and procurement support. The applicant shall work independently and in a group to support stakeholders (business units, Finance, and Legal) to implement acquisition of goods and services agency-wide. The Contract Administrator will assist in the sourcing, solicitation, and contract process for procurement as well as draft memos and other documents in support of procurement operations. . The BPDA is currently reviewing data to determine how to mitigate racial disparities in government contracting. The Procurement & Contract Specialist will be a key player in coordinating agency wide efforts to implement equitable procurement practices.

GENERAL DUTIES AND RESPONSIBILITIES:

The general duties and responsibilities of the position are included in but not limited to the information listed below.

Contract Administration

• Perform life cycle contract administration in conformance with Massachusetts Public Procurement laws including review, provide guidance, and initiate contract amendments, extensions, terminations, expirations.
• Participate in public bid openings and other procurement functions
• Ensure compliance with BPDA procurement process and procedures and with applicable legal requirements
• Assist in the ongoing management of the purchasing/requisition system and
• Advise on and implement contract reconciliation processes and procedures
• Work with Accounting to ensure accuracy of vendor payments
• Participate in the annual PO close/re-open process and ensure compliance to standards.
• Collaborate, coordinate, and communicate effectively and professionally with internal and external stakeholders.
• Analyze potential risks that contract changes may pose to the organization

• Coordinate the development of procurement records and contract documents.
• Assist in the development of training materials for established procurement processes and procedures
• Manage and maintain procurement records as needed.
• Maintain procurement development schedule for ongoing management and budget development.
• Provide administrative support as needed.

MINIMUM QUALIFICATIONS:

Applicant must have a bachelor’s degree in Business Administration, Project Management, or related field. A minimum of three (3) years of related experience.  Additional and directly relevant experience may be substituted for part or all the degree requirements. Familiarity with Massachusetts procurement rules and regulations as set forth by the Massachusetts Inspector General’s Office and Attorney General, including M.G.L. c. 30B – Procurement of Goods and Services; M.G.L. c. 7C, §§ 44-58 – Design Services for Public Building Projects; M.G.L. c. 30, § 39M, Works Horizontal Construction (Non-Building) Construction Contracts (With Labor); and M.G.L. c. 149 – Building Vertical Construction Contracts would be beneficial, but not required.  

Able to attend Inspection Generals Massachusetts Certified Public Purchasing Official Program training sessions. Be curious with a strong attention to detail, ability to adhere to strict deadlines while juggling multiple priorities. Proficient with the Microsoft Office Suite. 

WORK ENVIRONMENT:

Normal office environment.

PHYSICAL REQUIREMENTS:

Little or no exertion; may spend extended periods at terminal.

SCOPE:

Not applicable.

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**