Contract Specialist​/Procurement Specialist; Grant​/Grants

Position: Contract Specialist/ Procurement Specialist (Grant/ Grants) (HYBRID ROLE) Contract Specialist/ Procurement Specialist (Grant/ Grants) (HYBRID ROLE) Job Title: Contract Specialist/ Procurement Specialist (Grant/ Grants) (HYBRID ROLE) Pay Rate: $29.00/hr. on w2 without benefits Location: Nashville, TN, 37243 Duration: 12+ months Shift Timing: 8:00 AM to 4:30 PM Must:

• 4 Years of Experience in Procurement.
• 4 years of experience in contracts management
• 4 years of experience in RFA/RFGP.
• 3 years of experience in grants management.
• Must Have Bachelor's degree.

Roles and Responsibilities:

• Receive and triage contract requests from program staff; confirm the service need, period of performance, funding source, and required timeline.
• Develop (or support development of) the Scope of Services and ensure alignment with program intent, grant/appropriation allowability, and state contracting requirements.
• Prepare or validate the contract budget, including max liability, line-item structure, and any required budget attachments.
• Identify the appropriate contract pathway (new, renewal, amendment, termination) and plan backwards from deadlines.

Competitive procurement management (RFA/RFGP and related requirements):

• Determine whether the procurement must be competitive and coordinate early with the appropriate procurement/competitive coordinator.
• Support development of competitive documents and packages (e.g., RFA or RFGP) using approved templates and required scoring structure.
• Manage the competitive timeline and logistics, including schedule-of-events coordination, required postings, evaluator coordination (as applicable), and timely submission of required forms.
• Ensure competitive integrity and compliance steps are met (required forms, attachment consistency, and documentation standards).

Caspi Contract Tracking System (active daily use):

• Actively use Caspitinitiate, route, and track contracts across the full lifecycle (new contracts, renewals, and amendments).
• Create and maintain contract records in Caspio, ensuring required fields are complete and accurate (e.g., contract identifiers, vendor, term dates, maximum liability, funding source, competitive status, and key milestones).
• Monitor workflow/status stages in Caspio; respond to send back items, correct documentation, and resubmit packages promptly.
• Use Caspi reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage.

Submission to Service Procurement Office and contract execution support:

• Ensure the full submission package is complete and submitted to the Service Procurement Office by scheduled deadlines, including all required forms, endorsements, and attachments.
• Coordinate revisions requested by procurement, legal, fiscal, or leadership to keep execution on track.
• Confirm execution and ensure executed agreements and identifiers are uploaded/recorded in Caspi and communicated to the program team.

Contract tracker and lifecycle management (Caspi or Excel):

• Maintain a live contract tracker/report that includes, at minimum:
• contract name
• date request received
• date submitted to Service Procurement
• current status
• execution date
• key identifiers (as applicable)
• Proactively manage the contract lifecycle:
• initiate new contracts early enough to prevent service gaps,
• start renewals well before end dates,
• process amendments to funding, dates, or terms with proper documentation and approvals,
• support terminations/closeouts as needed and ensure documentation is retained.

Invoice review and payment processing (timeliness + compliance):

• Review contract invoices for accuracy, alignment to contract terms/budget, required documentation, and deliverable requirements.
• Ensure invoices are properly stamped, reviewed, accurately coded, and routed/processed for payment within five business days of receiving the invoice and required supporting documentation.
• Track invoice status using Caspi and follow up on invoices stalled in workflow.

Ongoing monitoring, reconciliation, and reporting:

• Maintain monitoring files and/or Caspio/Excel reports to track:
• cumulative spend and remaining balance,
• invoicing cadence and late invoices,
• contract end-date risk and renewal status,
• issues requiring corrective action.
• Identify and elevate risks early (late…

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