Req ID

2024-28293

Dept

Planning Department

Position

Regular Full-Time

Location

Boston City Hall

Union

EXM

Openings

1

Posting End Date

3/27/2025

Contact Email

cassie.cavender@boston.gov

The City of Boston is seeking a Contract Administrator to report to the Procurement Manager within the Planning Department to join their team. The Contract Administrator will be responsible for a range of duties including administering contract documents, assisting with bid openings and related functions, data analysis, and procurement support. The applicant shall work independently and in a group to support stakeholders to implement the acquisition of goods and services department-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 Contract Administrator will be a key player in coordinating agency-wide efforts to implement equitable procurement practices.

• 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 the City of Boston procurement process and procedures and ensure compliance with applicable legal requirements.
• Assist in the ongoing management of the purchasing/requisition system.
• Advise on and implement contract reconciliation processes and procedures.
• Work with the Accounting team to ensure accuracy of vendor payments.
• Participate in the annual Purchase Order close/re-open process and ensure compliance with standards.
• Collaborate, coordinate, and communicate effectively and professionally with internal and external stakeholders.
• Analyze potential risks that contract changes may pose to the department.
• 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.

• Preference for applicants with one (1) to three (3) years of related work experience with a bachelor’s degree. Additional and directly relevant experience may be substituted for all or part of 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 – Designer Services for Public Building Projects; M.G.L. c. 30, § 39M, Public 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.
• Familiarity with creating and sharing relational databases using Airtable preferred.
• Strong written and oral communication skills.
• Able to attend Inspection Generals Massachusetts Certified Public Purchasing Official Program training sessions.
• Be curious with a strong attention to detail and the ability to adhere to strict deadlines while juggling multiple priorities.
• Proficient with the Microsoft Office Suite and Google Suite.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary/Grade: EXM/(58,000-81,000)

Hours per week: 35

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