Contract Operations and Systems Specialist at PeopleTec in US-AL-Huntsville

Job description

• PeopleTec is currently seeking a Contract Operations and Systems Specialist to support our Huntsville, AL location.
• The Contract Operations and Systems Specialist supports our Huntsville, AL location by providing contracting, procurement-policy, compliance, and operational support to a government contracting office. The position requires the skill set of an experienced Contract Specialist with an emphasis on preparing contractual and supporting acquisition documentation, maintaining file integrity and audit readiness, and supporting contracting-office administration. Working onsite as an integral member of the contracting team, the specialist researches and applies acquisition regulations and policy, drafts and reviews documentation for government approval, maintains electronic contract and agreement files, supports tasker and acquisition-system administration, and keeps the office's SharePoint content, trackers, permissions, and existing workflows current.

Responsibilities

• Draft, revise, and format contractual and supporting acquisition documentation for government review and approval, and research and apply applicable acquisition regulations, policy, and local procedures.
• Review contractual and acquisition documentation for completeness, consistency, required approvals, and compliance with applicable policy and office procedures; identify deficiencies and track corrective actions to closure.
• Create, organize, and maintain electronic contract and agreement files, including Other Transaction Agreement files when applicable, and support contract closeout, retention, and disposition requirements.
• Conduct file health checks, maintain audit-readiness metrics, identify missing documentation, and support peer reviews, procurement management reviews, audits, and data calls.
• Develop and maintain office templates, checklists, standard operating procedures, job aids, and policy or compliance guidance for government review and approval.
• Maintain workload and suspense trackers; log, route, and track ETMS2 and other office taskers; prepare status information; and alert leadership to late or at-risk actions.
• Provide administrative support for acquisition systems, user accounts, roles, recertifications, and access rosters; identify data discrepancies and route corrections to the responsible government official.
• Maintain the office's SharePoint content, libraries, lists, metadata, permissions requests, trackers, and existing workflows, and provide basic user assistance on established processes.
• Coordinate with contracting professionals, requiring activities, contracting officer's representatives, program analysts, leadership, and IT support personnel to obtain documentation, resolve administrative issues, and meet deadlines.
• Provide administrative support for onboarding, departure processing, Defense Travel System actions, building and system access requests, and training records.
• Handle controlled unclassified information and procurement-sensitive information in accordance with applicable security, privacy, and organizational conflict-of-interest requirements.
• As workload allows, assist a warranted Contracting Officer or Ordering Official with preparing simple order actions, such as GSA Schedule and CHESS orders, including market research and price reasonableness documentation, and drafting the order for the warranted official's review and signature.

Requirements

• 5-10 of progressively responsible experience in federal acquisition, contracting, procurement policy, contract compliance, or closely related contracting support, preferably in a Department of Defense environment.
• Demonstrated experience preparing contractual and supporting acquisition documentation and applying federal acquisition regulations and policy.
• Experience supporting contract-file organization, compliance reviews, audit readiness, procurement management reviews, or related quality-assurance activities.
• Strong working knowledge of federal and Department of Defense contracting principles, terminology, documentation, and electronic contract-file requirements.
• Exceptional written communication and document-development skills, with the ability to produce clear, accurate, and compliant contractual and administrative products.
• Strong attention to detail, organization, follow-through, and judgment when handling sensitive acquisition information and competing suspense dates.
• Experience working independently in a deadline-driven contracting office and coordinating actions across multiple organizations and levels of leadership.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat, and SharePoint content maintenance.
• Ability to maintain existing SharePoint libraries, lists, metadata, permissions requests, trackers, and workflows; advanced SharePoint development is not required.
• Ability to learn and support government acquisition, task-management, and administrative systems and explain processes clearly to users.
• Strong interpersonal and verbal communication skills and a professional, service-oriented approach when working with government personnel, supported organizations, industry, and contractor teammates.
• Must have a current driver's license.
• Travel: Up to 10%.
• Must be a U.S. Citizen.
• Must have an active DoD Secret clearance upon hire and the ability to maintain it.
• Bachelor's degree from an accredited college or university in acquisition, contracting, business administration, finance, supply chain management, public administration, management, or a related field.
• Prior experience as a Contract Specialist followed by work in procurement policy, compliance, quality assurance, or contracting-office operations.
• Defense Acquisition Workforce Improvement Act contracting certification, Federal Acquisition Certification in Contracting, Defense Acquisition University coursework, or equivalent acquisition training.
• Experience with Army Contract Writing System, Procurement Integrated Enterprise Environment, ETMS2, Federal Procurement Data System, Electronic Document Access, Contractor Performance Assessment Reporting System, and Army contracting-file requirements.
• Experience supporting Other Transaction agreement files in addition to Federal Acquisition Regulation-based contracts.
• Experience maintaining SharePoint sites and existing workflows, forms, trackers, or dashboards.
• Experience building or improving SharePoint workflows, forms, Power Automate flows, or dashboards in Excel, Power BI, or SharePoint.
• Experience working under organizational conflict-of-interest mitigation requirements.

Skills

Required

• Microsoft Word
• Excel
• PowerPoint
• Outlook
• Teams
• Adobe Acrobat
• SharePoint content maintenance
• DoD contracting principles
• Contract-file organization
• Compliance reviews
• Audit readiness
• Procurement management reviews

Preferred

• Army Contract Writing System
• ETMS2
• Federal Procurement Data System
• Electronic Document Access
• SharePoint workflows
• Power Automate flows
• Power BI