IT Contract Specialist

Job Title: IT Contract Specialist

Reports To: Kaiva Program Manager

Location: Fully Remote - United States

Schedule: Monday-Friday; must work an Eastern Time (EST/ET) schedule

Hours: Full-time, 40-hours/week

FLSA Status: Exempt

Clearance: Moderate Risk Public Trust required; active Public Trust or security clearance

preferred

Position Summary

The IT Contract Specialist provides full cradle-to-grave federal acquisition and contracting

support for information technology requirements. The position applies experience aligned with

the federal 1102 Contracting Series to plan acquisitions, develop complete procurement

packages, support solicitation and source selection activities, administer awards, produce

acquisition reports, maintain compliant contract files, and support contract closeout. The

specialist works closely with program, technical, legal, finance, policy, and contracting

stakeholders to deliver timely, accurate, and FAR-compliant acquisition outcomes.

Essential Duties and Responsibilities

• Provide cradle-to-grave acquisition support from requirements definition and

acquisition planning through solicitation, evaluation, award, administration,

modification, and closeout.

• Develop, review, assemble, and quality-control complete acquisition packages for IT

supplies and services, including acquisition plans, procurement requests, Statements of

Work (SOW), Performance Work Statements (PWS), Statements of Objectives (SOO),

Independent Government Cost Estimates (IGCE), market research reports,

determinations and findings, Justifications and Approvals (J&A), evaluation criteria, and

other required documentation.

• Partner with program and technical personnel to refine requirements, performance

standards, deliverables, contract type, period of performance, funding needs, and

acquisition milestones.

• Conduct and document market research; assess commercial availability, small business

considerations, competition, contract vehicles, and acquisition strategy alternatives.

• Prepare and support solicitations, amendments, requests for information or quotations,

pre-solicitation documentation, and related procurement communications.

• Support proposal or quote evaluations, responsibility determinations, technical and

business evaluations, competitive range decisions, clarification and discussion

documentation, and source selection records, as assigned.

• Perform and document price and cost analysis, including evaluation of labor categories,

indirect rates, other direct costs, escalation, level of effort, and cost-reimbursement

elements when applicable.

• Prepare negotiation objectives and memoranda, award recommendations, contract

award documents, notices, and contract file documentation.

• Support post-award administration, including kickoff activities, funding actions, option

exercises, task or delivery orders, modifications, deliverable tracking, invoice

coordination, performance monitoring, and resolution of contract issues.

• Coordinate with Contracting Officers, Contracting Officer Representatives, program

offices, legal counsel, finance, policy, security, and other stakeholders throughout the

acquisition lifecycle.

• Support contract closeout by validating completion, reconciling funding and property

matters, confirming final deliverables and invoices, and preparing required closeout

documentation.

• Maintain accurate, complete, and audit-ready acquisition and contract files in PRISM or

comparable contract writing systems, FPDS or successor systems, SharePoint, and

agency repositories.

• Prepare recurring and ad hoc acquisition reports, procurement planning updates,

compliance data calls, dashboards, and leadership briefings; conduct quality reviews to

ensure data accuracy and consistency.

• Develop and maintain standard operating procedures, templates, trackers, and

information repositories for recurring procurement and reporting processes.

• Manage multiple concurrent acquisitions and priorities under firm statutory, regulatory,

and program deadlines.

• Complete required training, certification maintenance, timesheets, security

requirements, and compliance reporting.

Knowledge and Critical Skills

• Comprehensive working knowledge of the Federal Acquisition Regulation (FAR),

applicable agency supplements, federal procurement policy, and acquisition ethics.

• Demonstrated 1102-series experience performing cradle-to-grave contracting functions

for federal acquisitions.

• Experience developing and reviewing complete acquisition packages for IT products, professional services, software, cloud, cybersecurity, telecommunications, or other

technology-related requirements.

• Knowledge of competitive and non-competitive acquisition methods, commercial

product and service procedures, simplified acquisition procedures, and task or delivery

order contracting.

• Ability to develop acquisition strategies and apply sound judgment regarding contract

type, competition, source selection approach, small business considerations, and

procurement lead time.

• Experience with cost and price analysis, negotiation support, contract administration,

file documentation, and closeout.

• Experience using PRISM or a comparable federal contract writing system and federal

procurement reporting or award systems.

• Strong data analysis, quality assurance, reporting, and records-management skills.
• Advanced proficiency with Microsoft Word, Excel, Outlook, Teams, and SharePoint.
• Excellent written and oral communication skills, stakeholder coordination, attention to

detail, organization, and ability to manage competing deadlines in a remote

environment.

Education & Work Experience

• Bachelor's degree from an accredited institution. A degree in business, accounting,

finance, law, economics, contracts, purchasing, information technology, or a related

field is preferred.

• Completion of at least 24 semester hours in business-related disciplines, or other

education and experience satisfying applicable OPM 1102 Contracting Series

qualification requirements.

• A minimum of 5 years of progressively responsible federal contracting or acquisition

experience, including hands-on cradle-to-grave 1102 functions and acquisition package

development.

• Demonstrated experience supporting federal civilian agency procurement or acquisition

operations; experience with complex IT acquisitions is strongly preferred.

• Experience independently managing multiple acquisition actions and advising program

stakeholders on package completeness, acquisition strategy, and procurement status.

Certifications, Licenses

• FAC-C (Professional), DAWIA Contracting certification, or equivalent federal contracting

certification is preferred.

• Project Management Professional (PMP) or other project management certification is a

plus.

• Must meet contractor security vetting requirements and maintain the required

suitability or clearance throughout performance.

Special Requirements

• Must meet contractor security vetting requirements and maintain the required

suitability or clearance throughout performance.

• Must consistently work the established Eastern Time schedule and remain available

during designated EST/ET core business hours, regardless of residence or local time

zone.

• Must maintain reliable high-speed internet, a secure professional workspace, and

appropriate safeguards for acquisition documentation.

• Limited travel or on-site attendance at a federal or company facility may be requested

when mission needs require.

Work Environment

Work is performed primarily from a professional home office within the United States using

standard computer and communications equipment. The role requires frequent virtual

meetings, detailed document review, and coordination across distributed federal and

contractor teams.

Physical Demands

Standing Occasionally

Sitting Frequently

Walking Occasionally

Stooping Occasionally

Lifting Occasionally, up to 20 pounds

Computer Work Constantly

Telephone Work Frequently

Reading Constantly

Other, please specify Extended virtual meetings and detailed document

review

Employee must be able to lift and/or move moderate amounts of weight, typically up to 20

pounds. Regular and predictable attendance is essential.

ADA: Kaiva will make reasonable accommodations in compliance with the Americans with

Disabilities Act of 1990.

EEO/AA: Kaiva does not discriminate based on race, color, national origin, sex, religion, age,

disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in

employment or the provision of services and is an equal access/equal opportunity/affirmative

action employer.

This job description is not intended to be an all-inclusive list of duties and standards of the

position and will be reviewed periodically as duties and responsibilities change with business

necessity. Essential job functions are subject to modification. Incumbents will follow any other

instructions, and perform any other related duties, as assigned by their supervisor.