Contract Specialist - Division of Financial Management

Position Description

Minimum Education

Bachelor's degree or equivalent experience

Minimum Experience

0

Summary

The Contract Specialist performs a wide variety of formal and informal purchasing operations in support of Board requirements. The incumbent applies a general knowledge of acquisition policies and procedures to obtain products and services from suppliers at a cost consistent with considerations of quality, reliability and need. The Contract Specialist performs analysis of business operations, conditions, and market trends to determine the most appropriate method to meet the Board's procurement needs. The incumbent has authority to make purchases for the organization up to a predetermined dollar amount.

Duties and Responsibilities

• Works closely with Board staff to prepare simplified acquisitions, non-complex specifications, and Statements of Work (SOW) for items and services to be purchased.
• Determines the best solicitation method to be used, formal written or informal oral, to obtain quotations and bids. Prepares and issues solicitation and evaluates the quotations/bids received. Negotiates with vendors when necessary to resolve exceptions to solicitation requirements.
• Evaluates the quotations/bids received to ensure compliance with standards and budgetary restrictions, and selects the one which provides the most reasonable price/cost and quality to meet the stated requirement. This includes use of commercial off-the-shelf products, acquisitions through the set-aside program, and GSA schedule purchases.
• Makes award recommendations, and finalizes purchase orders and contracts for review, approval and signature. Prepares and places orders for standard materials, services, and products
• Uses the Board's financial system to prepare Purchase Orders and Procurement's SharePoint site to track the status of purchase requisitions accurately and in a timely manner.
• Becomes knowledgeable of the goods and services required by assigned divisions. Establishes and maintains subject matter files and records, such as items or services purchased, costs, delivery, product quality or performance, and inventories for the purpose of ensuring the availability of documentation and compliance with established polices and guidelines; establishes or revises files to meet current policy and legal requirements, and retrieves information from files or other sources when required.
• Monitors vendor compliance with purchase order and/or contract terms and conditions. Resolves discrepancies and/or non-performance issues from vendors.
• Holds the section P-Card and may provide support in P-Card audits, handling currency shipments, preparing letters of agreements and speaker letters. Provides support to the Travel & Relocation section by the Government Bill of Lading and transportation of household goods for new employees.
• Provides assistance and guidance to Board staff in assigned divisions and vendors on Procurement policies and procedures.
• Monitors and provides input and feedback to the Technical Services team when financial upgrades are being installed. Monitors and assists with updates to automated systems used in the section, i.e., purchase card and transportation.
• Develops own professional skills. Stays abreast of applicable laws, regulations and best practices in the public and private sector. Identifies appropriate direction for own professional development

Position Requirements

The position requires good organizational, analytical, and effective oral and written communication skills typically acquired by the completion of a bachelor's degree or equivalent work experience. Requires professional integrity, ethics and confidentiality. Must have flexibility to adapt to changing priorities, and able to work with multiple projects while dealing with frequent interruptions. Incumbent must have demonstrated excellent customer service skills, and the ability to interact effectively with all levels of Board staff. Must have general experience in the use of automated procurement systems and Microsoft Office suite.

Grade FR-23 must meet the minimum requirement of the preceding grade in addition to requiring one year of experience in procurement principles and practices. Direct experience with contracts is required. Must have knowledge of government and commercial statutes and regulations dealing with procurement and acquisition. Good technical and interpersonal skills required. Demonstrated ability to communicate effectively with contractors and Board staff. Must demonstrate good organizational skills and attention to detail. Excellent customer service skills required.

Applies general professional level knowledge and principles of procurement to solve problems and may require the identification and analysis of non-routine factors. Uses independent judgment and discretion to determine or recommend best course of action. Incumbent refers unusual problem situations requiring exceptions to the Manager.

Provides assistance and guidance to Board staff and vendors on Procurement policies and procedures. Communicates with outside vendors for the purpose of obtaining quotations and bids, monitoring vendor compliance, and resolving non-performance issues.

This is a term position that expires 12/31/2025. This position is hybrid, requiring a combination of telework and an in-office presence in Washington, DC.