Contract Specialist I

Agency

Dept of Health and Human Services

Division

Social Services

Job Classification Title

Contract Specialist I (NS)

Position Number

60037539

Grade

NC14

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.

Description of Work

The Contract Specialist I serves as an integral member of the Divisions contracting team and supports the State’s contractual, operational, financial, and procurement interests throughout the procurement and contract lifecycle. This position is responsible for developing, drafting, reviewing, and revising contracts, solicitations, and related procurement documents. The Contract Specialist will promote and safeguard the state's interests across the distinct phases of the acquisition cycle to ensure best value to the State.
The Contract Specialist will also provide technical assistance and guidance and facilitation to DSS program staff regarding contract development, competitive solicitation processes, contract administration, performance-based contracting, and compliance with Federal, State, Department, and Division requirements.
The Contract Specialist will serve as a subject matter expert for Purchase of Service (POS) contracts, including Information Technology (IT) and non-IT contracts, Financial Assistance/Grant (FA) contracts, Memorandum of Agreement/Understanding (MOA/MOUs) amendments, renewals, Request for Proposals (RFPs), Request for Quotes (RFQs), Request for Applications (RFAs), and related contracting and solicitation activities.
The Division seeks candidates with substantial North Carolin State Government experience with POS contracting, competitive solicitation and performance based contracting. Who can independently perform complex contracting and procurement activities and serve as a primary resource for POS contract and procurements. The Contract Specialist would also provide technical guidance, mentorship, training and support to the DSS Contracting staff and DSS programs

Knowledge Skills and Abilities/Management Preferences

Key Responsibilities

This position requires strong attention to detail and the ability to analyze, interpret, and process complex information. The selected candidate must effectively manage competing priorities to ensure contracts, procurements, and related actions are completed accurately and within established timeframes.

This position must also be able to operate successfully in a fast-paced, dynamic environment while providing excellent customer service and maintaining collaborative working relationships with internal and external stakeholders.

Responsible for drafting, issuing, coordinating, and managing competitive solicitation documents, including Requests for Proposals (RFPs), Invitations for Bids (IFBs), Requests for Quotes (RFQs), and Requests for Applications (RFAs), as part of the State’s competitive solicitation and evaluation process.

The Contract Specialist I serves as an integral member of the Division’s contracting team. This position provides technical assistance and guidance to DSS program staff regarding competitive procurements, solicitation processes and methods, contract development, and performance-based contracting requirements to ensure compliance with Federal, State, Department, and Division policies and regulations.

This position serves as a subject matter expert for a variety of agreement and solicitation types, including Purchase of Service (POS) contracts,  Information Technology (IT) and non-IT contracts, Financial Assistance (FA) contracts, Memorandums of Agreement/Understanding (MOA/MOUs), amendments, renewals, extensions, Requests for Applications (RFAs), Requests for Quotes (RFQs), and Requests for Proposals (RFPs) initiated within the Division.

Serve as an advisor to DSS program staff regarding contract development, requirements and competitive solicitation procedures, contract administration requirements, and performance-based contracting best practices.

Review, analyze, revise, and strengthen contract packages to ensure clarity, completeness, accuracy, enforceability, and compliance with applicable Federal, State, Department, and Division requirements.

Analyze contract components including scope of work, specifications, deliverables, pricing, performance standards, contract budgets, budget narratives, and contract terms and conditions to support effective contract administration and accountability.

Draft and assist DSS program staff with the development of contractual documents including scopes of work, deliverables, amendments, renewals, MOA/MOUs, and other contract documents.

Provide detailed written and verbal recommendations, revisions, and technical guidance to program staff using tracked changes, comments, meetings, and other communication methods to improve clarity, specificity, measurable outcomes, and overall contract quality.

Ensure contracts contain measurable deliverables, defined performance standards, reporting requirements, timelines, and sufficient detail to support contract administration and accountability.

Guide and support program staff through contract and grant processes by providing technical assistance, training, mentorship, and the development of standardized best practices.

Provide subject matter expertise and technical assistance regarding Purchase of Service (POS), including both IT and non-IT procurements, and Financial Assistance (FA) contracts,

Review, analyze, and revise POS and FA contract packages to ensure scopes of work are complete, operationally accurate, performance-based, and aligned with program objectives and funding requirements.

Assist program staff in developing comprehensive scopes of work that clearly define contractor/grantee responsibilities, required services, timelines, deliverables, reporting requirements, performance metrics, and expected outcomes.

Review deliverables and performance measures to ensure services can be monitored, measured, validated, and enforced during contract administration.

Identify gaps, ambiguities, inconsistencies, conflicting requirements, and operational risks within scopes of work and contract documents and provide recommendations for correction.

Review contract budgets and budget narratives for alignment with the scope of work, deliverables, funding requirements, and allowable costs.

Assist program staff in drafting, reviewing, and revising amendments, renewals, funding modifications, and changes to contract deliverables or scope.

Ensure POS and FA contracts comply with applicable Federal regulations, NC General Statutes, NC Administrative Code, DHHS requirements, DSS policies, and funding source requirements.

Provide guidance regarding appropriate procurement methods, contract structure, amendment requirements, waiver of competition justifications, and sole source justifications related to POS and FA contracts.

Assist in resolving procurement and contracting issues related to contract performance, deliverables, timelines, scope interpretation, and compliance concerns.

The Contract Specialist will be actively involved in high-value and complex competitive solicitations including RFQs, RFAs, and RFPs for both IT and non-IT procurements.

Lead or assist in the planning, development, drafting, review, issuance, evaluation support, and review procurement documents and award recommendations.

Work directly with DSS program areas to translate operational, technical, and business needs into clear and comprehensive solicitation requirements and contract language.

Develop and revise solicitation components including scopes of work, technical specifications, deliverables, performance standards, mandatory requirements, evaluation criteria, pricing structures, and reporting requirements.

Ensure contract and solicitation documents are clear, thorough, competitively neutral, operationally accurate, and structured to support fair and defensible evaluations.

Conduct detailed reviews and analyses of contracting and solicitation documents to identify missing requirements, vague language, conflicting provisions, operational risks, or insufficient detail.

Provide substantive revisions and recommendations using track changes and comments to improve clarity, enforceability, vendor/grantee/offeror and procurement defensibility.

Provide guidance regarding appropriate contracting and competitive solicitation methods, including RFPs, RFQs, IFBs, RFAs, State Term Contracts, sole source procurements, and waivers of competition requests.

Assist DSS program staff in developing contract/solicitation timelines, evaluation criteria, scoring methodologies, vendor questions and answers, and procurement-related documentation.

Support or participate in evaluation committees by providing guidance regarding contracting requirements and competitive solicitation procedures, evaluation requirements, documentation standards, and compliance considerations.

Assist with contract and solicitation related negotiations, Best and Final Offers (BAFO), contract finalization activities, and documentation required for public record request purposes.

Ensure contracting activities comply with Federal regulations, NC General Statutes, NC Administrative Code, NC DOA Purchasing & Contracts requirements, NC DIT requirements, NC OSBM guidance, DHHS and DSS policies and procedures and State procurement policies and procedures.

Prepare, organize, and maintain procurement and contract records documenting compliance and contract performance. Track and maintain contract timelines throughout each phase of the contracting lifecycle. Ensure data is entered accurately into appropriate systems.

Maintain considerable knowledge of Open Window, NC ePRO, eVendor Portal, NCFS, eProcurement systems, Excel, SmartSheets, SharePoint, OneDrive, and procurement and contracting techniques,

Salary Range: $52,592 - $92,036

Recruitment Range: $52,592 - $81,946

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

The Knowledge Skills and Abilities/ Management Preferences are not required. Applicants who possess the following skills are preferred.

• Demonstrated experience developing, drafting, reviewing, revising scopes of work, specifications and requirements for Purchase of Service contracts to include IT contracts, amendments, and competitive solicitations to include RFPs, RFQs, and RFAs with complex programmatic and operational requirements specifically for North Carolina State Government.
• Demonstrated knowledge and experience in determining contract needs and recommending appropriate procurement methods, contract structures, solicitation approaches, and contract actions based on program, operations, business and regulatory requirements.
• Demonstrated experience providing technical guidance and recommendations to program staff regarding contract development, competitive solicitations, performance based contracting, and procurement and contracting processes.
• Demonstrated experience identifying and resolving deficiencies, ambiguities, inconsistencies, or performance risks in scopes of work, deliverables, requirements, solicitation documents and POS contracts.
• Demonstrated experience applying NC procurement statutes, administrative rules, State procurement policies, and agency contracting procedures for contracts and competitive solicitations.

This position is funded in part through federal funds. 

This position will close at 11:59 p.m. the night before the end date.

The Division of Social Services provides direct services that address issues of poverty, family violence and exploitation. We aim to prevent abuse, neglect, and exploitation of vulnerable citizens, and promote self-reliance and self-sufficiency for individuals and families.

Compensation & Benefits:
The State of North Carolina offers excellent comprehensive benefits.  Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis).  Employees also receive paid vacation, sick, and community service leave.  In addition, paid parental leave is available to eligible employees.  

Visit website for State Benefits

Supplemental and Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that embraces an Employment First philosophy, which consists of complying with all federal laws, state laws, and Executive Orders.  We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job.  For more information about DHHS: https://www.ncdhhs.gov/.

DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals.  Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.

In accordance with the Governor’s Executive Order 303, our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved.  We invite all potential applicants to apply for positions for which they may be qualified.

               

Application Process
Be sure to complete the application in its entirety.  Resumes will not be accepted in lieu of completing this application. 

• Information should be provided in the appropriate areas, to include the following: Education, including high school and all degrees obtained, Work Experience, and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.
• If multiple applications are submitted to an individual posting, only the most recent application received prior to the closing date will be accepted. Applications must be submitted by 5:00 PM on the closing date.
• Applicants may be subject to a criminal background check. All candidates selected for positions considered "Positions of Trust" will be subject to a criminal background check.
• Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account.  Upon the closing date, applications are "Under Review" and will be screened by Human Resources for qualified applicants. The hiring process may take several weeks.
• Degrees must be received from appropriately accredited institutions.  Transcripts and degree evaluations may be uploaded with your application. The State of North Carolina/Office of State Human Resources uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent.
• For a list of organizations that perform this specialized service, please visit the NACES membership website at https://www.naces.org/members. 

Degree/College Credit Verification

Degrees must be received from appropriately accredited institutions.  Transcripts, degree evaluations and cover letters may be uploaded with your application.

Veterans’ and National Guard Preference

• Applicants seeking Veteran's Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.
• Applicants seeking National Guard Preference must attach an NGB 23A (RPAS), along with the state application, if they are a current member of the NC National Guard in good standing. 
• Applicants who are former members of either the NC Army National Guard or the NC Air National Guard, with honorable discharge and six years of creditable service, must attach a copy of the DD 256 or NGB 22, along with the state application.

ADA Accommodations

Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), DHHS is committed to the full inclusion of all qualified individuals. As part of this commitment, DHHS will ensure that people with disabilities, or known limitations covered by the PWFA, are provided with reasonable accommodation.  If reasonable accommodation is needed to participate in the job application or interview process, please contact the person indicated below.

CONTACT INFORMATION: 

If there are any questions about this posting, please contact Talent Acquisition at 

talentacquisition@dhhs.nc.gov

.Resumes will not be accepted in lieu of completing this application.

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

Minimum Education and Experience Bachelor’s degree in business or related area from an appropriately accredited institution and two years of progressive procurement or contract administration experience; or equivalent combination of education and experience. Necessary Special Requirements Completion of the North Carolina Contract Management Certification Program within one year of hire into the position.

Preferred Qualifications

Demonstrated experience with contract and solicitation drafting, review, processes, procedures and facilitation in a State or local government environment.

Experience developing and revising scopes of work, deliverables, specifications, and performance measures.

Demonstrated ability to understand and interpret complex Federal, State, Departmental, and solicitation/ procurement requirements.

Demonstrated ability to understand and resolve complex problems and the ability to read, interpret and make recommendations based on complex contracts and solicitations.

Considerable knowledge of procurement and purchasing procedures and regulations of the State of North Carolina.

A proven ability to independently facilitate solicitations, procurements, contracts, amendments and renewals from initiation through award.

Working knowledge of contracts and demonstrating excellent technical writing abilities with developing scope of work, requirements, and specifications for solicitation documents.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.

Recruiter:

Charlene Michele Moore

Email:

talentacquisition@dhhs.nc.gov