Procurement Specialist

Our government 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 official accounting and procurement system, EMARS (Enterprise-wide Management Accounting and Reporting System), to issue and manage contracts.

• Execute all phases of the procurement process in compliance with KRS 45A and applicable 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.
• 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.

• 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.

• 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.

• 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…