Procurement Administration Manager

Posting Details

Job Details

Description

Department: Treasurer’s Office

SUMMARY

This position manages the day-to-day administrative activities of the Procurement Services Group, supervises the Procurement Administrator, and maintains relationships with client departments, Office of General Counsel (OGC), Risk Management, Financial Planning and Analysis (FP&A), and the Office of the CIO (OCIO) to advise on, interpret, and ensure effective application of the organization’s procurement-related policies and procedures. The position is responsible for maintaining the library of policies, procedures, documentation, and training and exercises independent judgement in recommending updates and enhancements based on operational, legal, and risk considerations. This position oversees administration and client support of financial system applications including the expense management application (Tallie) and the purchasing application in Intacct. This includes training client users of these two systems and other documents, processes and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reviews and interprets, Procurement Services Policies and Procedures, and recommends strategic updates to them. Identifies process efficiencies using best practices and independently evaluates alternative approaches. Works with the Procurement Services Manager to develop new processes and procedures as needed. Works with client departments to support the administrative aspects of the overall procurement cycle while advising on appropriate procurement approaches and completing required documentation.
Manages the administrative procurement process, utilizing best practices and optimal efficiencies for client departments and the Church:
- Ensures the contract approval process is followed, from “request for requisition” to final purchase order, working closely with OGC, Risk Management, and client departments. Works independently to resolve routine issues and escalates complex or high-risk matters as appropriate.
- Analyzes and assesses all purchase requisitions to ensure that appropriate agreements are executed and are in compliance with Procurement Services policies and procedures.
- Creates Purchase Orders once all applicable authorizations have been completed.
- Issues the proper Master Agreement to all creative suppliers after reviewing the Statement of Work.
- Works with Vendor Managers and client departments to draft termination letters when needed.
As an Application Specialist for Tallie, which is the expense management platform and Purchasing module for Intacct, this position, understands the configuration of, and works with system administrators to manage and maintain Tallie, which includes:
- Understanding and working with Intacct system administrators to maintain and update the purchasing authorization workflows and delegations and recommending changes to improve controls and efficiency.
- Managing and maintaining the completeness and accuracy of the vendor master records in Intacct including confidential personal and banking information, payment method, tax type, etc. while paying careful attention to comply with internal control policies and procedures for vendor additions and changes.
- Managing the collection, update, and renewal of Certificates of Insurance to protect the activities of the Church.
- Overseeing the administration and configuration of the Expense Management Platform, Tallie, including user setups and maintenance of expense categories in Intacct to sync to Tallie.
- Continually reviewing the Written Information Security Plan (201 CMR.doc) to ensure that all requirements under the Massachusetts law continue to be followed and advises leadership on compliance gaps or needed controls.
Trains and advises client departments, vendor managers, and other team members on procurement administration policies and procedures and use of procurement systems, including guidance through complex or non-standard procurement scenarios.
Leads or participates in special projects that impact procurement operations, compliance posture, or financial controls.
Manages the Procurement Administrator, including training, performance feedback, and mentorship to foster professional growth. Assumes the Administrator’s responsibilities during planned or unplanned absences, and assists the Administrator during high volumes of work

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships

Supervisor: Procurement Services ...

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