Contracting and Procurement Manager

Department:    State of Maine, Department of Education

Location:          Hybrid – 1-2 days monthly in Augusta

Job Description

School Finance and Procurement staff are currently providing administrative assistance to the Data Team in the creation, workflow, processing of contracts, RFP, RFI, RFQ, Delivery Order, Invoices, etc.. School Finance and Procurement staff no longer have capacity to continue assisting the Data Team in these tasks. Candidate will provide administrative assistance to the Data Team for procurement and fiscal activities.

Role Description:

• Tracks the timing and process for the procurement of goods and services to ensure required documents are processed and submitted in a timely manner.
• In coordination with DOE program areas, DOE data, finance & procurement and DOE & IT Procurement, reviews electronic DOE procurement and IT procurement submissions to verify accuracy and completeness prior to submission for approvals to ensure accurate and timely processing.
• Reviews basic contracts to ensure appropriate templates and current procurement forms are being utilized correctly.
• Reviews basic contracts to ensure appropriate templates and current procurement forms are being utilized correctly.
• Tracks the process of obtaining signatures from vendors for contracts and agreements along with being the Data Team contact with vendors for submission/review of invoices prior to submission for payment.
• Reviews basic contracts to ensure appropriate templates and current procurement forms are being utilized correctly.
• Tracks the progress and timelines required for data, finance & procurement documentation to ensure that contracts are reviewed ahead of renewal deadlines.
• Provides administrative support to Data Team leadership to ensure that data, finance and procurement processes follow prescribed timelines and documentation is complete at, or ahead of, the need by date.
• Work with DOE program areas, MaineIT Application Group and vendors in the creation of data, data systems & technology deliverables, DOE change management processes, and DOE and MaineIT policy and procedure coordination.
• Preparing, reviewing and processing procurement documents, including entry into Advantage, creation of drawdown sheets, reviewing invoices, payment processing and follow up with internal payment teams.
• Drafting of DOE data sharing agreements in alignment with DOE and MaineIT policy and procedure in alignment with all relevant privacy & security regulations (including follow up on destruction of data received according to the timeline of the DSA if necessary). This includes management and management compliance reporting regarding department data sharing & DOE data system portfolio management.
• Monitoring progress of procurement documents and invoices through the processing in MEPAYS and Advantage, creation and completion of drawdown sheets, assisting with the creation of budget documents and monitoring expenditures within budget lines.
• Assisting with the creation, submission and workflow of travel documents and expense reports.

Qualifications

• An Associate’s Degree in Business Administration or related field of study.
• Experience involving moderately complex procurement or related business processes demonstrating knowledge of large-scale procurement of business goods and services, category management, and market research.
• Directly related additional experience may be substituted for educational requirement on a year-for-year basis.

Atlantic Staffing LLC is a Portland, Maine-based staffing company who provides quality staffing for our clients’ needs.

All inquiries or applicants can email Fred Follansbee: fred.follansbee@atlantic-staffing.com