Contract Closeout Specialist

Reports to: RContract Closeout Manager                    

Department:  CMS 

Classification:  Non-Exempt                     

Travel: None  

JOB SUMMARY: 

The contract closeout specialist is responsible for initiating (automated or manual) administrative closeout of the contract after receiving evidence of its physical completion.  

JOB FUNCTIONS AND RESPONSIBILITIES: 

• Will complete contract close out process as required by standard operating procedures and directed by site supervisor. 

• Maintain 100% accountability of folder/documents throughout the close out process. 

• Responsible for contacting agencies to acquire written payment history through electronic or verbal means. 

• Responsible for contacting manufacturers or contractors to acquire written delivery history through electronic or verbal means. 

• Determine if obligated funds match required payment or if there is an opportunity to de-obligate funds or a need to obligate additional funds with supervisor review. 

• Provide completed folder for close-out review by contract closeout supervisor. 

• Prepare closeout documents for contracting officer review and approval as required by standard operating procedures. 

• Complete daily and weekly reports to track metrics throughout the close-out procedure. 

• Provide customer service required contracting officers concerning folders presented for close-out. 

• Upon closure of contract, redistribute folder for temporary storage awaiting destruction. 

• Other duties as assigned. 

• Demonstrate and embodies our values: Be Limitless, Be Resilient, Be People Centered, Be a Team, and Be Trustworthy

EDUCATION/EXPERIENCE: 

• Bachelor's degree in any field from an accredited college or university; or completion of at least 24 semester credit hours in any combination of the following disciplines: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organizational management. 

• Demonstrated knowledge of federal acquisition regulations, commercial business practices, procurement policies, and applicable laws governing contract development, administration, and execution. 

• Experience developing, administering, and managing complex contracts, including construction, service, supply, sharing, and Indefinite Delivery/Indefinite Quantity (IDIQ) contracts, throughout the contract lifecycle. 

• Thorough understanding of contract administration principles, practices, and procedures, including contract modifications, progress payments, claims, performance monitoring, closeout, and termination. 

• Experience interpreting and applying federal acquisition regulations, contractual requirements, and technical documentation to ensure compliance and resolve contract-related issues. 

• Knowledge of government contracting systems and procurement software, including Procurement Desktop-Defense (PD2) and Standard Procurement System (SPS), or comparable systems. 

SKILLS/ABILITIES: 

• Strong knowledge of federal contracting procedures, procurement regulations, and contract administration practices, with the ability to develop, review, and manage complex contracts in compliance with applicable requirements. 

• Strong analytical and problem-solving skills, with the ability to interpret regulations, technical information, and contractual requirements, identify discrepancies, and recommend appropriate solutions. 

• Excellent verbal and written communication, customer service, and interpersonal skills, with the ability to collaborate effectively with government representatives, contractors, vendors, and internal stakeholders. 

• Strong organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities, maintain accurate records, and meet established deadlines. 

• Proficiency in Microsoft Office applications, government procurement and contract management systems, and applicable assistive technology, including JAWS or comparable software. 

• Ability to work independently and collaboratively while demonstrating professionalism, accountability, adaptability, and a strong work ethic. 

• Ability to work assigned schedules and adapt to changing operational needs and priorities. 

REQUIRED TRAINING: 

• Completion of applicable Defense Acquisition University (DAU) coursework and other required federal acquisition training. 

• Completion of training related to contract administration, contract closeout procedures, and applicable government procurement systems. 

• Completion of required customer service and organizational training. 

PHYSICAL REQUIREMENTS: 

• Ability to perform duties in a professional office environment. 

• Ability to remain seated or stand for extended periods while performing job responsibilities. 

• Ability to operate standard office equipment, including computers, telephones, and related technology, with or without reasonable accommodation. 

This job description does not imply these are the only duties to be performed.  The incumbent in this position will perform such other tasks as may be required for the effective operations of the Division/Department upon request by his/her supervisor. 

Please note: Under the AbilityOne Program, Vibrant Works gives hiring preference to individuals who are legally blind. Any decision to disclose a disability by an applicant related to the hiring preference is completely voluntary. Requesting such information is also a part of our affirmative action efforts. Information that is disclosed will remain confidential. Also, your decision not to disclose disability status will not have a negative impact in the hiring process. 

Vibrant Works is an equal opportunity employer and does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, the presence of any sensory, mental or physical disability, the use of a dog guide or service animal by a person with a disability, or any other characteristic protected by federal, state, or local law. 

I have read and understand the job requirements, responsibilities and expectations set forth in this job description. I attest that I am able to perform the essential job functions as outlined with or without any reasonable accommodations.