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.