Procurement & Contract Analyst

About the Massachusetts Veterans Home at Chelsea

The Massachusetts Veterans Homes are independent state agencies operating under the Executive Office of Veterans Services (EOVS). Owned and operated by the Commonwealth of Massachusetts, the Veterans Homes provide long-term care, skilled nursing services, and domiciliary programs designed to meet the healthcare, residential, and psychosocial needs of Massachusetts veterans.

The care and services provided by the Veterans Homes are supported by a multidisciplinary workforce of approximately 450 professionals, including physicians, advanced practice clinicians, nurses, nursing assistants, social workers, recreation therapists, rehabilitation specialists, speech-language pathologists, educators, dietary staff, building trades personnel, environmental services staff, managers, consultants, contractors, and administrative support professionals. Our longstanding tradition of service to Massachusetts veterans is matched by an unwavering commitment to excellence in care and quality of life.

Established in 1882, the Massachusetts Veterans Home at Chelsea is a comprehensive healthcare and residential facility dedicated to serving eligible veterans with dignity, honor, and respect. We proudly care for veterans from all eras of military service, from World War II through the Global War on Terror, by providing high-quality skilled nursing care, long-term care services, and residential support programs.

Position Overview

The Massachusetts Veterans Home at Chelsea is seeking an energetic, self-motivated, and detail-oriented Procurement and Contract Analyst to join our team. This position plays a critical role in supporting the Home’s operations through the management and oversight of procurement and contracting activities.

The Procurement and Contract Analyst is responsible for coordinating all phases of the purchasing and contracting process, including expenditure classification, procurement planning, solicitation development, contract administration, vendor coordination, and contract processing. The incumbent ensures compliance with applicable Commonwealth procurement laws, regulations, policies, and procedures while supporting the operational needs of the facility.

This position offers an opportunity to contribute directly to the Home’s mission by helping ensure that the goods, services, and resources necessary to support exceptional care for Massachusetts veterans are acquired efficiently, effectively, and in accordance with state procurement requirements.

To learn more about the Massachusetts Veterans Home at Chelsea and our mission, visit the Massachusetts Veterans Home at Chelsea website.

Duties and Responsibilities

• Serve as the lead analyst for all pre-award procurement activities, including the development of bid specifications and procurement strategies in accordance with Commonwealth procurement laws, regulations, and best practices established by the Operational Services Division (OSD) and the Office of the Comptroller (CTR).
• Post, monitor, and track all procurement activity through the Commonwealth's COMMBUYS system.
• Maintain detailed contract files, records, and tracking systems to monitor post-award activities, ensure compliance with contract budgets, and satisfy reporting requirements.
• Provide technical assistance and guidance regarding COMMBUYS processes, Requests for Proposals (RFPs), Invitations for Bids (IFBs), Statements of Work (SOWs), and other procurement-related activities.
• Maintain current knowledge of MMARS, COMMBUYS, procurement regulations, and Commonwealth policies and procedures.
• Monitor and oversee Home contracts to ensure compliance with applicable laws, regulations, policies, and contractual requirements.
• Prepare periodic reports and summaries regarding contract awards, contract utilization, and vendor performance.
• Develop and implement best practices to improve workflow efficiency, strengthen internal controls, and streamline procurement and contract administration processes.
• Prepare and manage Department Master Service Agreements within MMARS, maintain active vendor records, and monitor contract expenditures.
• Attend OSD trainings and meetings as necessary to ensure ongoing compliance with COMMBUYS requirements and procurement regulations.
• Ensure all contracts, amendments, and procurement documents are processed accurately and within established deadlines throughout the fiscal year.
• Serve as a liaison with Commonwealth agencies and oversight organizations, including the Office of the Comptroller, Operational Services Division, Supplier Diversity Office, and Office of the State Treasurer, regarding procurement and contract-related matters.
• Review Master Agreement applications for completeness, maintain procurement databases, and track application status through completion.
• Prepare monthly, quarterly, and annual reports on contract utilization and procurement activity.
• Respond to inquiries from vendors, stakeholders, and members of the public regarding procurement opportunities, contracting requirements, and related processes.
• Maintain vendor records, including tax-exempt documentation, prompt pay discount information, and other vendor-related data.
• Coordinate the contract award process by preparing and distributing contract packages, ensuring completeness and accuracy, and tracking contract execution activities.
• Forward completed contract packages to contract managers and monitor progress through execution and implementation.
• Serve as the primary point of contact for Vendor Customer Code (VCC) and Vendor Customer Maintenance (VCM) activities, including collecting documentation, processing requests in MMARS, and ensuring timely approval and completion.
• Collaborate with senior management and Finance staff to improve VCC/VCM workflows and support the development of electronic systems for request submission, tracking, and reporting.
• Develop and maintain written procedures and provide training to staff on vendor management, procurement, and contract administration processes to ensure operational continuity.
• Assist Finance and senior leadership with special projects related to contracts, procurement operations, financial systems, data management, and process improvement initiatives.
• Provide administrative support to the Finance Office, including coordinating office supply purchases and assisting with routine office equipment and operational needs.
• Perform other related duties and responsibilities as assigned.

Qualifications

• Knowledge of management principles and practices, including organizational behavior, organizational structure, problem-solving, decision-making, and process improvement methodologies.
• Understanding of work simplification techniques and the ability to identify opportunities to improve operational efficiency and effectiveness.
• Ability to work independently, manage multiple priorities, and complete assignments with minimal supervision.
• Strong analytical and research skills, including the ability to gather, evaluate, and interpret information from interviews, records, reports, and other sources.
• Ability to organize, compile, and present information in a logical and effective manner using appropriate formats and procedures.
• Demonstrated ability to maintain accurate records and documentation while ensuring data integrity and confidentiality.
• Proficiency in preparing and interpreting reports, charts, graphs, spreadsheets, and other data analysis tools.
• Strong written communication skills, including the ability to prepare clear, concise, and well-organized correspondence, reports, and recommendations.
• Ability to perform mathematical calculations and apply formulas to analyze data, resolve issues, and support decision-making.
• Ability to understand, interpret, and follow written and verbal instructions, policies, procedures, and regulations.
• Ability to communicate information clearly and effectively, both verbally and in writing, to a variety of audiences.
• Demonstrated problem-solving skills and the ability to achieve work objectives in situations where limited precedent or guidance may exist.
• Ability to adapt to changing priorities, evolving work demands, and organizational needs in a fast-paced environment.
• Strong interpersonal skills with the ability to establish rapport, build collaborative working relationships, and interact professionally with colleagues, vendors, government agencies, and members of the public.
• Ability to exercise sound judgment, discretion, and professionalism when handling sensitive or confidential information.
• Demonstrated ability to work effectively as part of a team while contributing to organizational goals and maintaining a high level of customer service.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS:  Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I.  A Bachelor's degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*

II.  A Graduate degree with a major in business administration, budget management, public administration, industrial engineering or industrial management may be substituted for a maximum of three years of the required experience.*

III.  A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. 

NOTE:  Educational substitutions will be permitted for a maximum of three years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!
 

COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Pre-Offer Process:

For BU and MI-MIV

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.