Procurement & Contracts Specialist

Kent County•Chestertown, MD

3d•Onsite

About The Position

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.

Requirements

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.
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

Responsibilities

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.
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.
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.
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.
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.