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.