Procurement & Contracts Specialist

Spotsylvania County Public Schools is seeking an experienced Procurement & Contracts Specialist to join our Purchasing Department. This position plays a key role in supporting the school division's procurement and contract administration functions by ensuring purchasing activities are conducted in a timely, ethical, transparent, and legally compliant manner in accordance with the Virginia Public Procurement Act (VPPA), applicable federal regulations, and School Board policies.

The Procurement & Contracts Specialist works collaboratively with schools and departments to understand procurement needs, develop effective procurement strategies, administer competitive solicitations, review and approve procurement requisitions, coordinate contract renewals, manage Certificates of Insurance, and support contract administration throughout the procurement lifecycle. This position requires a self-motivated professional who exercises sound judgment, works independently with minimal supervision, and takes ownership of assigned responsibilities while delivering exceptional customer service. Success in this role requires strong analytical, organizational, and communication skills, along with the ability to manage multiple priorities, research and resolve complex procurement issues, and build productive relationships with internal stakeholders and vendors.

Essential Functions:

• Independently manages assigned procurement activities from initial request through contract award and purchase order issuance while ensuring compliance with the Virginia Public Procurement Act (VPPA), federal procurement regulations, School Board policies, and departmental procedures.
• Plans, coordinates, and administers formal and informal competitive procurement processes, including Invitations for Bid (IFBs), Requests for Proposals (RFPs), Requests for Quotes (RFQs), and other solicitation methods.
• Researches procurement requirements and collaborates with departments to develop scopes of work, technical specifications, evaluation criteria, and solicitation documents that promote fair and open competition.
• Reviews procurement requests for completeness, accuracy, appropriate funding, and compliance with applicable procurement laws and regulations before approval.
• Assists with contract administration, including coordinating contract renewals, tracking expiration dates, preparing renewal documentation, and ensuring renewals are completed in a timely manner.
• Reviews, tracks, and maintains Certificates of Insurance (COIs) to ensure contractor insurance requirements are met and remain current throughout the contract term. Coordinates with vendors to obtain updated certificates and resolve insurance compliance issues.
• Reviews, analyzes, and approves procurement requisitions, change orders, etc. in Tyler Munis by evaluating supporting documentation, funding availability, procurement method, pricing, and compliance with applicable procurement laws, regulations, School Board policies, and purchasing procedures. Identifies deficiencies, works collaboratively with requesting departments to resolve issues, and authorizes requisitions for processing.
• Negotiates contract terms as assigned, prepares award recommendations, processes contract modifications and change orders, and documents vendor performance.
• Exercises independent judgment to identify procurement issues, research applicable regulations, recommend solutions, and resolve routine matters with minimal supervision.
• Serves as a procurement resource for schools and departments by providing guidance on purchasing procedures, contract utilization, cooperative purchasing opportunities, and procurement best practices.
• Responds professionally to vendor and staff inquiries, resolving questions, complaints, and procurement-related issues through research, effective communication, and sound decision-making.
• Maintains complete and accurate procurement files, contract records, and supporting documentation in accordance with audit standards and record retention requirements.
• Monitors procurement activities for compliance and identifies opportunities to improve efficiency, strengthen internal controls, and reduce organizational risk.
• Stays informed of changes to procurement laws, regulations, market conditions, and industry best practices and applies that knowledge to daily operations.
• Effectively manages multiple projects and competing priorities while consistently meeting deadlines and maintaining a high level of accuracy and attention to detail.
• Performs other duties as assigned.

Click here to read the full Job Description for this role. 

Education and Experience:

• High School Diploma or GED
• Three (3) years of professional experience in public sector procurement or contract administration
• Prior experience with electronic procurement software such as eVA (Virginia’s Procurement Marketplace
• Willingness to obtain professional procurement certification within two (2) years of employment

 Preferred

• Bachelor’s Degree from an accredited college or university
• Current (valid, not expired) certification as a Certified Professional Public Buyer (CPPB), Virginia Contracting Associate (VCA) or a Virginia Contracting Officer (VCO)

About Spotsylvania County Public Schools:

Comprised of 31 schools and home to a diverse student population of over 24,000, Spotsylvania County Public Schools is one of the largest School Divisions in the Commonwealth of Virginia. 

The financial benefits of working for Spotsylvania County Public Schools include a competitive salary, monthly PTO accrual, robust healthcare benefit plans, enrollment or transition into the Virginia Retirement System (VRS) with defined contributions and potential employer match, FMLA and Short-Term Disability leave, Tuition Reimbursement, Employee Assistance Programs (EAPs), and employer paid Life Insurance.

To learn more about Spotsylvania County Public Schools, please visit our website at https://www.spotsylvania.k12.va.us/.

Employment Terms: Employment is offered as an 12-month (243 Day) contract, at a minimum of 7.5 hours worked daily. This position is evaluated annually.

Benefits Eligibility: Eligible 

Together, we prepare our students for their future. We look forward to welcoming you to the #WeAreSpotsy team.

__________________________________________________________________________

Spotsylvania County Schools is an Equal Opportunity Employer and committed to non-discrimination in the workplace. Criminal record and background checks will be completed after an offer is made.

A workplace that values unique perspectives, fosters belonging, and ensures opportunities for all to thrive.