Procurement Specialist

Procurement Specialist

Location: Frankfort, Kentucky (Onsite M-F)

Contract Duration: 1-Year (w/ opportunity for FTE conversion)

POSITION OVERVIEW

Our client is seeking a highly organized and detail-oriented Procurement Specialist to manage the acquisition of goods and services in strict compliance with KRS 45A, the Kentucky Model Procurement Code. This position plays a critical role in ensuring the office's operational effectiveness by executing all aspects of the procurement lifecycle — from solicitation and contracting through monitoring and closeout.

The Procurement Specialist will be responsible for approximately 150 contract actions annually, utilizing the Commonwealth's official accounting and procurement system, EMARS (Enterprise-wide Management Accounting and Reporting System), to issue and manage contracts. This is a full-time contract position located in Frankfort, KY, with the possibility of transitioning to permanent employment.

KEY RESPONSIBILITIES:

Procurement & Contracting

• Execute all phases of the procurement process in compliance with KRS 45A and applicable Commonwealth of Kentucky procurement regulations and policies.
• Identify, evaluate, and select appropriate contracting methods based on the nature, complexity, and dollar value of the procurement, including small purchases, competitive sealed bids, and competitive negotiation.
• Issue, manage, and administer approximately 150 contracts annually through EMARS, ensuring accuracy, timeliness, and regulatory compliance.
• Prepare and distribute formal solicitation documents, including Requests for Proposals (RFPs), Invitations for Bids (IFBs), and Requests for Quotes (RFQs).
• Obtain a minimum of three (3) competitive quotes for applicable goods and services in accordance with procurement thresholds and policy requirements.
• Evaluate vendor proposals and bids for responsiveness and responsibility; prepare evaluation summaries and recommendation memoranda.
• Negotiate contract terms, pricing, and delivery schedules with vendors and contractors as authorized.
• Draft, review, and execute contract documents, purchase orders, and amendments in EMARS, ensuring all required approvals and documentation are complete prior to award.

Solicitation & Vendor Relations

• Develop comprehensive and legally compliant solicitation packages, including scopes of work, specifications, evaluation criteria, and terms and conditions.
• Conduct pre-bid and pre-proposal conferences as needed; respond to vendor inquiries and issue addenda in a timely manner.
• Maintain an active and updated vendor/contractor database to ensure competitive and diverse sourcing.
• Foster professional relationships with vendors while maintaining strict impartiality and adherence to ethics requirements.
• Coordinate with program staff to define requirements and develop clear, accurate scopes of work and performance standards.

Contract Monitoring & Compliance

• Monitor active contracts for vendor performance, deliverable compliance, and schedule adherence throughout the contract term.
• Review and process contractor invoices; verify goods/services receipt against contract terms prior to payment approval.
• Identify and document contract performance issues; initiate corrective action processes when warranted.
• Maintain complete, organized, and audit-ready procurement and contract files in both electronic and physical formats.
• Track contract expiration dates and initiate re-procurement or renewal actions with sufficient lead time to avoid lapses in services.
• Prepare and submit required procurement reports, metrics, and documentation to leadership and oversight agencies as required.

Policy & Regulatory Compliance

• Ensure all procurement activities comply with KRS 45A (Model Procurement Code), applicable executive branch regulations, Finance Cabinet policies, and any applicable federal requirements.
• Stay current on changes to procurement law, policy, and best practices; recommend process improvements as needed.
• Coordinate with the Finance Cabinet, Office of Procurement Services, and legal counsel as appropriate on complex or high-risk procurements.
• Identify and mitigate procurement risks, including conflict of interest, bid irregularities, and sole-source justification requirements.

REQUIRED QUALIFICATIONS

• Minimum of two (2) years of professional procurement experience in a federal, state, county, or municipal government environment.
• Demonstrated experience issuing and managing formal solicitations, including Requests for Proposals (RFPs), Invitations for Bids (IFBs), or similar competitive procurement documents.
• Demonstrated experience obtaining and documenting vendor quotes for goods and services.
• Experience monitoring contract performance and managing vendor compliance.
• Strong critical thinking and analytical skills with the ability to evaluate complex procurement scenarios and recommend appropriate courses of action.
• Exceptional attention to detail with the ability to review, prepare, and manage precise legal and financial documents.
• Proficient written and verbal communication skills, including the ability to draft clear and comprehensive procurement documents and correspondence.
• Ability to manage multiple concurrent contract actions with competing deadlines in a structured, organized manner.
• Working knowledge of applicable procurement law, regulations, and ethical standards.

PREFERRED QUALIFICATIONS

• Experience with EMARS (Kentucky Enterprise-wide Management Accounting and Reporting System) or a comparable state ERP/financial management system (e.g., SAP, PeopleSoft, Oracle Financials).
• Familiarity with KRS 45A and related Finance Cabinet procurement policies and procedures.
• Certification in public procurement (e.g., NIGP-CPP, CPPO, CPPB, or equivalent).
• Prior experience in a state agency, child support program, or social services environment.
• Experience with federal grant procurement requirements or federally-funded program contracts.

WORK ENVIRONMENT & CONDITIONS

• This position is based on-site in Frankfort, Kentucky. There is no remote work option at this time.
• Work Days: Monday through Friday (5 days per week, in-office)
• Weekly Hours: 37.5 hours per week
• Flexible Hours: Core availability required within 8:00 AM – 6:00 PM window
• Work Setting: Professional office environment; standard computer workstation
• Travel: Minimal; occasional travel to other offices may be required

Disclaimer:

Brooksource, Medasource, and Calculated Hire are part of the Eight Eleven Group family of companies and operate under Eight Eleven Group, LLC. All employees receive the same benefits, policies, and terms of employment.

EEO:

We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, citizenship, pregnancy (including childbirth, lactation, and related conditions), or any other protected status in accordance with applicable federal, state, and local laws.

Benefits & Perks:

Calculated Hire offers competitive medical, dental, vision, Health Savings Account, Dependent Care FSA, and supplemental coverage with plans that can fit each employee’s needs. We offer a 401k plan that includes a company match and is fully vested after you become eligible, paid time off, sick time, and paid company holidays. We also offer an Employee Assistance Program (EAP) that provides services like virtual counseling, financial services, legal services, life coaching, etc.

Pay Disclaimer:

The pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.