Contract Specialist

Full Job Description

This position is assigned to the Business Operations Branch of the Non-Appropriated Fund (NAF) Fleet & Family Readiness Support Services Department of Fleet & Family Readiness Program (FFR), Commander, Navy Region Northwest.

The purpose is to provide centralized support for both NAF and APF procurement, contracting, and NAF purchase card (PC) purchases of a range of commodities, services, minor construction and/or repair services at multiple installations throughout Navy Region Northwest.

Knowledge of specialized technical purchasing methods and procedures to perform complex purchasing work, for example; administering purchases with complex problems involving protests, claims, terminations or substantial modifications.

Knowledge of relevant business practices including knowledge of price evaluation techniques and administration of small purchases.

Knowledge of purchase administration procedures to be able to discuss equitable price arrangements for modifications to purchase orders, determine whether to recommend terminations of accepted purchase orders for convenience, and perform similar actions.

Knowledge of accounting codes and cost centers sufficient to ensure purchase order accounting documentation is accurate and can be correctly entered in the automated accounting system.

Knowledge of the NAF/APF rules and regulations governing credit card purchases sufficient to make credit card purchases which are subject to audit.

This includes GSA regulations and requirements for screening requests against mandatory sources. Skill in using a personal computer or terminal to access or locate vendor and source information.

Skill in the use of Microsoft Office Programs (e.g., Word, Excel, Power Point, Outlook) Skill in the use of a computer including the software programs Excel, Word, Microsoft Office, electronic mail and the internet to maintain records, produce spreadsheets, research vendors, and document actions taken.

Ability to negotiate with various levels of personnel, co-workers, business representatives or other customers in resolving issues.

Ability to obtain and maintain warrants required for the procurement duties assigned. Ability to obtain and maintain a NAF Purchase card.

Ability to learn and apply other database systems as they are introduced into the work environment. Major Duties:

Procurement and Contracting Supports acquisition needs for procurement of a variety 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 such 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 other related documents for supplies and services. Determines best methods of procurement (i.e.

contract purchase order, NAF Purchase Card, etc.) Recommends product substitutions, based on input from purchasers and venders.

Develops a procurement plan by reviewing previous history, market conditions, and specifications or technical data packages.

Determines adequacy and completeness of description, which involves research of various manuals and catalogs, or discussions with manufacturer's representatives or requisitioning sources to identify and initiate any corrections required.

Selects appropriate contract type, contract terms, pricing provisions, applicable contract clauses, sources, acquisition methods, and negotiates a wide range of contractual actions.

Reviews contract requisitions and determines appropriate methods of acquisition, i.e., formal advertising, negotiation, sole source or from existing government contracts.

Policy and procedure is followed and cited when requested.

Performs detailed analysis of bids or proposals received, ensuring strict compliance with specifications on advertised procurements, and recommends award to best value bidder providing such compliance.

Contacts vendors or contractors to negotiate prices which appear either excessive or underestimated, to request earlier delivery date, for closer conformance to specifications, or similar matters.

Prepares applicable determinations and findings, conducts pre-proposal conferences, receives and evaluates proposals in conjunction with price/cost analysts or other technical personnel and makes a presentation to a contract review board or source selection authority when appropriate.

Drafts final contract including specifications, packing and shipping requirements, inspection instructions, and all other special and standard clauses.

Prepares recommendations for awards, documenting reasons for decisions including justifying basis for not recommending lowest bidder.

Administers contract through telephone, correspondence, electronically or through conferences with contractors to clarify guidance concerning obligations to perform within contractual terms and such issues as billing procedures, material submittals and permits.

Reviews, analyzes and recommends action on problem situations relating to incomplete specifications, material shortages or termination for convenience.

Recommends issuing cure or show cause notices when the contractor is not in compliance with contract terms.

Investigates circumstances to determine alternative courses of action for consideration such as extension of delivery schedule, price adjustments, or modifications to the contract.

Prepares termination files and makes recommendations for termination actions for default by contractor when alternative actions are unsuccessful.

Maintains official contract file until contract is fully satisfied and closed. Credit Card Functions Processes NAF Purchase requests within authorized limits.

Screens for mandatory sources, research vendors, verify availability of requested items, identify possible substitutions, verify delivery dates, and notify customer of status.

Ensures buys meet all requirements and regulations for valid NAF Purchase card purchases and obtain required approvals for special items.

Reconciles and certifies monthly billing statements and provide monthly audit information. Completes and maintains continued training requirements.

General Tasks Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office.

Ensures files have all pertinent documents and signatures. Maintains and updates file systems to enable quick and efficient retrieval of information. Maintains resource files.

Provides training on procurement processes and policies to customers via correspondence, telecommunication, virtually or in a formal training environment as scheduled. Answers customer questions daily.

Assesses customer level of understanding and recommends appropriate training. Resolves issues and provides recommendations that will improve work effectiveness.

Performs other related duties as assigned.