Senior Procurement Specialist

Overview

Essential Duties & Responsibilities This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. The MCCA reserves the right to modify this job description at any time, with or without notice.

• Assist with administering procurement-related workflows within MCCA’s ERP system (Business Central), including data entry, purchase order setup, and system maintenance.
• Support the development and maintenance of dashboards and reporting tools to track procurement activity, open and past due orders, and contract performance.
• Contribute to system updates, configuration improvements, and procurement documentation in collaboration with IT and Finance.
• Assist in the transition from manual to electronic procurement processes to enhance efficiency and accuracy.

• Coordinate the creation and management of procurement records—including system entries, contractual documentation, and collaboration with internal teams—to ensure accurate setup of contracts and Standing Orders (SOs) in Business Central, along with ongoing tracking of supporting documentation throughout the procurement lifecycle.
• Obtain and review competitive bids, quotes, and proposals from vendors; support internal stakeholders in evaluation and selection processes.
• Maintain comprehensive procurement files—both paper and electronic—including contracts, supplier agreements, software licenses, and warranties. Create and manage organized record-keeping systems and documentation for each procurement, and provide timely updates to relevant stakeholders as needed.
• Create and manage purchase orders, monitor deliveries, and ensure accurate receipt and inspection of goods and services.

• Identify opportunities for efficiencies and cost savings through better procurement planning and process improvements.
• Collaborate with departments to track recurring purchases and help consolidate buying where appropriate.
• Support surplus asset disposal, including auctions, donations, and state surplus procedures in accordance with MCCA policies.
• Assist in developing and revising procurement-related standard operating procedures (SOPs) and guidance materials.

• Support communication with vendors to ensure clarity on order specifications, delivery expectations, and contract terms.
• Assist with inventory control procedures, including updating warehouse pricing and collaborating with the Warehouse Manager and departmental users.
• Participate in tracking and reporting supplier diversity metrics in partnership with other stakeholders.
• Support and provide guidance on vendor relationships, contract performance, and vendor record management. Facilitate business performance reviews by working with departments to evaluate whether vendors are meeting contractual KPIs and organizational needs, and offer solutions and guidance to improve outcomes where necessary.
• Assist the Director collaborating with the Authority’s Owner’s Project Manager (OPM) on all Capital Projects regarding scheduling and contract terms and conditions.
• Ensure confidentiality of all contract negotiations and financial data related to purchasing activities, as well as matters relating to risk concerns.
• Represent the MCCA and maintain professional relationships with state and federal agencies, outside supply sources, and relevant professional associations.
• Remove barriers to supplier diversity by researching and analyzing small businesses to align with procurement needs; analyze and plan opportunities to increase diverse business participation.
• Assist in managing relationships with internal stakeholders to develop best practices and ensure adherence to internal procedures and protocols, contributing to the strategic planning and execution of bidder Q&As, bidder conferences, RFPs, and contract negotiations.
• Perform other duties as assigned.

• Bachelor’s Degree in…