Contract Specialist - Entry Level

About the role

This position supports acquisition needs for centralized procurement and contracting of a variety of commodities, services, and minor construction in the NW Region Fleet & Family Readiness Program.

Responsibilities

• Supports acquisition needs for procurement of commodities and services for Navy Region Northwest FFR activities, including Morale, Welfare and Recreation; Child Services; Warfighter Services; Family and Unaccompanied Housing; and Food, Beverage, and Entertainment.
• Examples of items and services include fitness equipment, furniture, vehicles, food, toys, school supplies, resale tickets, concession concerts, electronics, commercial equipment, communication services, entertainment/concessionaire contracts, and minor construction and repair services.
• Receives and analyzes purchase requests and related documents for supplies and services.
• Determines best methods of procurement (e.g., contract purchase order, NAF Purchase Card).
• Recommends product substitutions based on input from purchasers and vendors.
• Develops procurement plans by reviewing previous history, market conditions, and specifications or technical data packages.
• Determines adequacy and completeness of descriptions, involving research of manuals, catalogs, or discussions with manufacturers or requisitioning sources to identify corrections.
• Selects appropriate contract type, terms, pricing provisions, clauses, sources, acquisition methods, and negotiates contractual actions.
• Reviews contract requisitions and determines appropriate acquisition methods (e.g., formal advertising, negotiation, sole source, or existing government contracts).
• Performs detailed analysis of bids or proposals to ensure compliance with specifications and recommends award to the best-value bidder.
• Negotiates with vendors or contractors on pricing, delivery dates, conformance to specifications, or similar matters.
• Prepares determinations and findings, conducts pre-proposal conferences, evaluates proposals with technical personnel, and presents to contract review boards when appropriate.
• Drafts final contracts including specifications, shipping requirements, inspection instructions, and all applicable clauses.
• Prepares recommendations for contract awards, documenting reasons for decisions, including justification for not recommending the lowest bidder.
• Administers contracts through communication with contractors to clarify obligations, billing procedures, material submittals, and permits.
• Reviews, analyzes, and recommends actions on problem situations such as incomplete specifications, material shortages, or terminations for convenience.
• Recommends issuing cure or show cause notices for non-compliance with contract terms.
• Investigates circumstances to determine alternative courses of action such as schedule extensions, price adjustments, or contract modifications.
• Prepares termination files and makes recommendations for termination actions for default when alternative actions are unsuccessful.
• Maintains official contract files until contracts are fully satisfied and closed.
• Processes NAF Purchase requests within authorized limits, screens for mandatory sources, verifies availability, identifies substitutions, confirms delivery dates, and notifies customers of status.
• Ensures purchases meet all requirements and regulations for valid NAF Purchase card transactions and obtains required approvals for special items.
• Reconciles and certifies monthly billing statements and provides monthly audit information.
• Completes and maintains required training.
• Establishes and maintains office records, ensures files contain all pertinent documents and signatures, and maintains updated file systems for efficient retrieval.
• Maintains resource files and provides training on procurement processes and policies to customers via correspondence, telecommunication, virtual sessions, or formal training.
• Answers customer questions daily, assesses understanding, and recommends appropriate training.
• Resolves issues and provides recommendations to improve work effectiveness.

Requirements

• Experience and broad knowledge of market sources for commonly purchased commercial items and routine services.
• General knowledge of technical purchasing methods and procedures is desired but not required.
• Must be able to obtain and maintain a NAF Contracting Warrant, as well as a NAF and APF Government Purchase Card (GPC).
• Strong attention to detail and organizational skills are required.
• Computer and interpersonal skills are required for effective communication with business representatives and customers.

Subject to background check in accordance with federal regulations.