Procurement & Contracts Specialist

Job Summary: This position is responsible for advising all County Departments on matters related to the purchasing and procurement lifecycle and resulting contracting activities, ensuring compliance with federal, state, and County laws, regulations, and policies. The Procurement & Contracts Specialist works closely with County departments, Finance, Legal, and external agencies to support competitive procurement and effective contract management, including grant compliance where applicable.

Essential Functions

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Procurement & Contract Administration

• Provides guidance to County employees on navigating County procurement policies and ensuring adherence to such policies.
• Assists in development, recommendation, and implementation of Countywide policies, procedures, and process for procurement, contracting, and contract close-out.
• Works with department staff to draft, review, advertise, and recommend awards pursuant to competitive procurement processes, including Invitations for Bids (IFBs), Requests for Proposals (RFPs), and other solicitations.
• Facilitates the development and review of non-competitive procurements such as sole sources and cooperative purchases.
• Assists in the development, review, and administration of contracts, including professional services, commodities, and cooperative purchasing agreements.
• Reviews contract terms for compliance with applicable laws, regulations, and County procurement policies.
• Assists with contract negotiations, execution, monitoring, amendments, renewals, and closeout.
• Provides contract management support to County Departments in ensuring timely renewal of contracts and/or competitive purchasing processes to identify vendors for seamless transition of services.
• Creates documentation and provides accessible resources for County staff to support procurement and contracting activities.
• Maintain contract files and procurement documentation in accordance with record retention requirements.

Grant Administration and Compliance

• Assists departments with grant-related contracts, subrecipient agreements, and memoranda of understanding.
• Monitors grant contracts and subrecipient agreements for compliance with federal, state, and grantor requirements.
• Tracks grant deliverables, deadlines, and reporting schedules to ensure timely and accurate submissions.
• Serves as a liaison between County departments, granting agencies, Finance, and Legal regarding grant-related contractual requirements.

Financial and Operational Support

• Coordinates with the Finance Department on grant and contract funding, encumbrances, payments, and fiscal reporting.
• Assists with audit requests, monitoring visits, and documentation related to grants and contracts.
• Maintains tracking systems for active contracts and grants, including key milestones and compliance requirements.

Vendor and Stakeholder Coordination

• Communicates with vendors, consultants, subrecipients, and funding agencies regarding contract and grant requirements.
• Responds to inquiries related to contract terms, grant conditions, and procurement processes.

Reporting and Other Duties

• Prepares routine reports, correspondence, and documentation related to contracts, procurement, and grants.
• Assists with policy and procedure updates related to procurement and grant administration.
• Performs other related duties as assigned.

Supervision: The position reports to the Director of Grants & Contracts. Position does not supervise staff.

Required Knowledge, Skills, and Abilities

The employee is expected to perform or possess the following:

• Thorough knowledge of public-sector procurement laws, policies, and competitive bidding procedures
• Strong understanding of contract administration and negotiation principles
• Working knowledge of legal contract language.
• Ability to multitask, track and document project bid and project progress.
• Working knowledge of budgeting, financial controls, and purchasing systems
• Ability to manage multiple projects and deadlines simultaneously
• Proficiency in Microsoft Office applications, including Word and Excel
• Strong written and verbal communication skills
• Ability to work effectively with diverse stakeholders and exercise sound judgment
• Ability to work effectively with others.

Education and Experience:

• Bachelors’ Degree in Business Management, Public Administration, Supply Chain Management, or a related field
• Minimum of two (2) years of experience in procurement, contract administration, grants management, or a related public sector function
• Equivalent combinations of education, training, and experience may be considered
• Valid driver’s license with an acceptable motor vehicle record

Physical and Environmental Conditions:

Work is primarily performed in an office environment with standard lighting, temperature, and air conditions. The position may occasionally require bending, stopping, or lifting light materials weighing up to twenty (20) pounds.

The work environment involves normal office-related risks requiring standard safety precautions.

Benefits:

• Vacation, Sick, and Personal Leave
• Paid Holidays
• Parental Leave
• Health, Dental, and Vision Coverage
• Long-Term Disability & Short-Term Disability Coverage
• Defined Benefit Pension Plan
• Tuition Reimbursement

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This and all County positions are subject to transfer, based on need. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Kent County Government provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.