Massachusetts Association of Public Purchasing Officials |

Massachusetts Association of Public Purchasing Officials (MAPPO)
Executive Director Position Description - Posted April 6, 2023

DEFINITION
The Executive Director is the management leader of the Massachusetts Association of Public Purchasing Officials (MAPPO). This position is appointed by the Executive Board and reports to the President of the Association. This position is non-benefited, part-time (up to 19 hours/week) and the individual will be considered a contracted entity within the organization. Compensation for this position is anticipated to be up to $45.00/hour and the contracted entity shall invoice the Association for hours worked.

ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position and may be changed or modified by the Executive Board as required.

The Executive Director shall have broad responsibility for all association administration, including financial management, support administration, administrative systems and procedures, purchasing and general office management. They shall perform business planning and analysis functions commensurate with the position.

Oversee Operations of the Association

Responsible for the oversight of all business of the Association at the direction of the Executive Board;
Represents the Association as signatory on documents, such as approved contracts and other legal documents;
Oversee database administration as well as other electronic media in performance of daily administration of the office; and,
Perform other administrative duties as necessary.

Manage Association’s Administrative Operations

Schedule and provide logistical support for Executive Board Meetings;
Generate meeting notices, approved minutes and agendas;
Shall serve as ex-officio, non-voting member of all committees;
Shall keep the membership roll, provide a voting list to President and Nominating Committee;
Shall be responsible for managing the annual meeting schedule and for coordinating monthly meetings, meeting agendas/topics keeping a record of all meetings of the Association and the Executive Board;
Supports Legislative Committee, as necessary to support membership communication with governmental officials and actions on on-going activities;
Shall be responsible for acquiring and tallying all members’ credit points (CEUs) earned during meetings and conferences and shall present members with compiled certification information at the first meeting in September of the following fiscal year;
Shall be responsible for ordering and distributing Member name badges as needed;
Shall be responsible for providing and updating information to the Association website in coordination with the Website Committee; and
Shall maintain proper Governmental Relationships to support the mission of the Association.

Manage Association’s Financial Operations

Required to give bond with sureties as determined by Executive Board (Bond costs to be borne by the Association);
Collect all funds of the Association and keep account of same;
Deposit all funds in the applicable financial institutions;
Review and approve invoices for payment;
Prepare and oversee annual budget and monthly budget reports for review and approval by Executive Board as directed and act as technical and administrative support for Executive Board;
Oversee annual federal and state tax filings as well as other necessary state filings; and,
Engage and oversee the professional services for annual audit.

Manage Association’s Committee Activities

Serve as technical support and guidance to all of the Association’s Committees;
Facilitate and provide logistical support for committee meetings; including virtual meetings and conferencing;
Arrange and engage in services for all meetings, workshops and conferences on behalf of the Association (see conferences and education programs);
Research and draft proposals as required; and
Negotiates contracts as directed by the Executive Board

Manage Association’s Communication with Members

Communicate with the membership regarding Association activity as well state-wide policies and guidelines and legislation that impact the responsibilities and duties of the purchasing profession;
Communicate to members their results of any educational program testing;
Communicate with members with regard to their MCPPO Designation certification and/or re-certification status; and
Review and reply to letters, faxes, texts, and e-mails and phone calls

Manage Association Conferences and Education programs

Hours during a typical conference/educational program will be extensive. The Associations success will depend upon the Executive Director’s management of all related activities.
Executive Director is expected to be present and accountable for the interaction with site management as liaison and key personnel.
Executive Director is expected to be present to register members, disburse conference materials, answer member and participants questions, and attend committee meetings.
Executive Director assists in coordinating and welcoming speakers on behalf of the Education Committee.
Executive Director identifies site arrangements along with preparing and negotiating contracts.
Executive Director establishes technical needs of the presenters and assist in the physical set up when necessary at off-site venues.

Market and Promote Memberships and Sponsorships

In conformance with policies adopted by the Officers and Executive Board of MAPPO, conduct creative efforts to market and recruit new Members and Sponsors, and retain them, on an annual basis;
Develop and update Association marketing materials used for recruiting/retaining paid Members and Sponsors, through a variety of online and print media and display materials;
Populate sponsor information on the Association public website;
Attend selected peer organization conferences or other events in Massachusetts to network and promote awareness of MAPPO and recruit Membership and/or Sponsor enrollments;
Promote sponsor participation in permitted activities at MAPPO meetings or Conferences.

SUPERVISION
Under the direction of the MAPPO Executive Board, the incumbent works to form policies, goals, and objectives; establishes short-range and long-range plans and objectives, performance standards and assumes direct accountability for the results; consults with the President where clarification of direction, interpretation, or exceptions to policy as needed. The incumbent exercises control in the development of departmental policies, goals, objectives and budgets and is expected to exercise whatever means necessary to resolve conflicts.

ACCOUNTABILITY
Duties include the overall management and administration of the organization; including, but not limited to, the technical processes, service delivery, and contribution to the association’s plans and goals.

JUDGMENT
The incumbent is recognized as the organizations authority in interpreting applicable guideline, in determining how they should be applied, and in developing operating policies. Sound judgment and ingenuity are required to avoid consequences of errors, missed deadlines or poor judgment that could jeopardize the organizations operations or have financial and legal repercussions. Poor judgment could have a continuing adverse effect.

COMPLEXITY
The work consists of extensive managerial functions and processes such as planning, organizing, controlling, coordinating, evaluating, staffing, directing, integrating activities and programs for the organization.

NATURE AND PURPOSE OF CONTACTS
The incumbent must possess a high degree of diplomacy and judgment and must be able to work effectively with, and influence, all types of persons. Relationships are with associates, the public and with groups and/or individuals who have conflicting opinions or objectives, diverse points of view or differences where skillful negotiating and achieving compromise are required to secure support, concurrence and acceptance or compliance. As well, the incumbent has interaction with local, state, and federal government officials, community leaders, and any other individuals to protect and promote the organization's overall interest. The incumbent may respond to the public and/or media on matters of procedures or policy where perceptiveness and sensitivity is required to analyze circumstances in order to act appropriately.

CONFIDENTIALITY
The employee has access to confidential information on a large scale, which may include personnel files, litigation, membership payments, bank information, disciplinary records, etc. The Executive Director has the responsibility of securing these documents.

EDUCATION AND EXPERIENCE

Education:
Bachelor’s degree or equivalent or any equivalent combination of education and related experience
MCPPO certification is a plus but not required. Director is encouraged to take MCPPO courses at the expense of the organization to obtain greater knowledge of the public procurement role in Massachusetts

Experience:
Five to seven years management and administration experience
Preferred non-profit or public management experience
Knowledge of municipal procurement and governmental functions also preferable

KNOWLEDGE, ABILITY, AND SKILLS

Knowledge and Skills:

Experience with, Microsoft Office skills, ZOOM and or electronic meeting software;
Experience with CivicPlus (website software) is preferred but not required;
Solid, hands-on budget management skills, including budget preparations, analysis, decision-making and reporting;
Knowledge of general procurement related practices and principles;
Skills to collaborate with and motivate board members and other volunteers;
Strong public speaking abilities; and
Strong written and oral communication skills.

Ability:
Ability to establish priorities, work independently and proceed with objectives without supervision; and,
Ability to handle and resolve problems.

PHYSICAL, MOTOR, AND VISUAL ABILITIES

Physical:
The work involves sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor:
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual:
Visual demands require routinely reading documents for general understanding and analytical purposes as well as use of office equipment, including but not limited to personal computer and other technology.

COMPENSATION
Compensation is anticipated to be up to $45.00 per hour, depending on experience, and will be negotiated with a contract.

To apply, please send a letter of interest and resume to mappopresident@gmail.com.

S	M	T	W	T	F	S
					1	2
3	4	5	6	7	8	9
10	11	12	13	14	15	16
17	18	19	20	21	22	23
24	25	26	27	28	29	30

November

Upcoming Events

MAPPO December Holiday Luncheon Registration Open

Register Here!