Procurement Contract Specialist

Company Overview

Pembroke Partners is currently recruiting for a Temporary Full-Time Procurement Specialist to support the contracting officer of a federal agency. The consultant will join our advisory practice to support all aspects of contracting (including travel) for the Federal Court System. The following list of functions is illustrative but not exclusive.

Responsibilities

• Provide acquisition procurement support to purchase consumable and automation supplies, equipment, and services
• Process purchase orders for goods and services from government and non-government sources using the judiciary’s financial management system
• Manage contracts from initiation through closeout, including monitoring performance, processing modifications, and completing deobligations as required
• Review all agreements and contracts prior to execution and provide timely feedback, recommendations, or required revisions before the documents are signed
• Prepare Requests for Quotes (RFQs), Requests for Proposals (RFPs) , and Requests for Information (RFIs), and ensure they are properly posted in accordance with applicable procurement policies and procedures. Coordinate with court financial staff to verify authorization and availability of funds prior to processing purchase requests
• Ensure compliance with the Guide to Judiciary Policy, internal control procedures, local policies and procedures, and federal appropriations law
• Develop and maintain tracking systems for funds commitments, obligations, deobligations, and expenditures
• Track and process subscription renewals, cancellations, and transfers.
• Review and process travel authorizations, obligate travel funds, and approve central court travel requests
• Identify, evaluate, and maintain lists of vendors and sources of supply for goods and services
• Research and evaluate suppliers based on price, quality, selection, service reliability, and compliance with federal procurement requirements
• Coordinate with selected vendors on supply and delivery of purchased items
• Track delivery of goods and services, following up on outstanding orders to ensure timely receipt
• Assist with contract administration, including clarifying requirements, resolving conflicts, and monitoring vendor performance
• Negotiate with vendors for optimal pricing on contracted services and purchases
• Maintain the Finance and Procurement inbox, ensuring all inquiries receive an initial response within two (2) business days. Track and follow up on all items requiring additional action until fully resolved
• Maintain comprehensive procurement documentation in compliance with judiciary and local record retention requirements and audit standards
• Prepare procurement reports for management review
• Document receipt of goods and services, including coordinating with property officers for tagging, inventory, and delivery for accountable property
• Maintain records for procurement activities
• Reconcile financial accounts related to procurement activities
• Ensure separation of duty practices in procurement activities
• Support internal and external audits by providing required access to information to auditors including access to financial records, files, policies and procedures. Cooperate with auditors to demonstrate full accountability, efficient use of judiciary resources, and compliance with all requirements
• Maintain confidentiality and information security standards for all procurement records containing sensitive pricing, court, or vendor information including adhering to confidentiality and security requirements during the solicitation process

Knowledge Skills and Demonstrated Ability

• At least 5 years of experience in federal contracting-- former federal contract specialist (highly desirable)
• Must have an active Secret security clearance
• Minimum of bachelor’s degree in business administration, public administration, finance, or accounting
• Experience processing purchase orders and managing procurement activities in a federal government environment
• Proficiency with financial management systems and Microsoft Office applications.
• Strong organizational skills and attention to detail
• Strong communication skills, oral and written
• Proven experience working independently and manage multiple priorities in a fast -paced environment
• Experience with the Federal Acquisition Regulation (FAR) and practices

Additional Information

• PLACE OF PERFORMANCE: National Capital Region (NCR). Client is in Washington, DC.
• TRAVEL REQUIREMENTS: None
• WORK WEEK: 40 Hours – On site

Pay: $62,433.74 - $75,189.02 per year

Work Location: In person