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Contracts Specialist

Job ID 2760 Date posted 08/04/2021

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation’s future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy’s (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University.

Organizational Overview

Business Services provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success.  Led by Chief Financial Officer George Clark, Brookhaven’s Business Services Directorate includes the Budget Office, Fiscal Services Division, Information Technology Division, and Procurement & Property Management Division.  The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab’s fiscal matters and its approximately $700 million annual budget.

The mission of the Procurement and Property Management (PPM) Division is to provide support for purchasing services, materials, equipment, and supplies for Brookhaven National Laboratory’s operations and programs.  Procurement and Property Management Division is responsible for the following:

  • Providing internal customers with quality products and services in a timely manner at the lowest cost of ownership, i.e., "best value", using best commercial practices;
  • Supporting the Laboratory's socio-economic programs by using reliable small, small disadvantaged, women-owned, service-disabled veteran-owned, and HUB (historically underutilized business) Zone businesses;
  • Ensuring that acquisitions are conducted in compliance with the Prime Contract, applicable statutes and regulations, and in accordance with the highest ethics and standards.

Position Description
The Procurement and Property Management Division has an opening for a Contracts Specialist (A-7) and a Sr. Contracts Specialist (A-8) ** with experience in high dollar complex procurements.  Pursuant to the provisions outlined in BSA’s Prime Contract as well as internal Procurement Operations Manual and Standard Work Instructions, and under minimal supervision, the incumbent will be responsible for the procurement of a variety of services and/or complex equipment, through various contract types in a high-volume environment. The incumbent will also be responsible for contract administration functions including monitoring of progress and milestones, receipt of deliverables and invoice approval in coordination with the contract administrative representative and the contractors.

Responsibilities shall also include identification and tracking of customer supplied or purchased property and maintenance throughout the life of the procurement/requirement.

This position is eligible for telecommuting.    Remote work options available



**SPECIAL NOTE:  Appointment level will be commensurate with experience and qualifications.


Essential Duties and Responsibilities:

  • Conferring with end-users on the products or services needed and related issues;
  • Setting up Request for Proposals and Requests for Quotations in compliance with existing standard operating procedures, Federal and Departmental (DOE) regulations;
  • Review and assist in the preparation of Statements of Work and Specification documents;
  • Negotiating the terms and conditions of the purchase; Negotiating final prices with suppliers; Securing approval of the final purchase as required; Approving purchases within established signature authority;
  • Award of contracts/purchase orders (POs);
  • Administration of contracts/POs to include:Performs other management assigned duties
    • Modification of contracts/POs;
    • Statusing and expediting contracts/POs;
    • Reviewing and approving invoices;
    • Close out contracts/POs.
  • Performs other management assigned duties.

Position Requirements

Required Knowledge, Skills, and Abilities:

  • A bachelor’s degree in a business or engineering discipline or equivalent experience based on 2:1 (experience:college) years.
  • A minimum of seven (7) years, full-time, contemporary, directly related experience.
  • The successful candidate must possess a demonstrated ability to deal with project deadlines and high dollar complex equipment and/or construction procurements.
  • Thorough knowledge of the Federal Acquisition Regulations (FAR).

Candidate must be well versed and have an in-depth understanding of all principles of the procurement process in a government environment from inception of a requirement to contract close out, including but not limited to:

  • Analysis of requirements and selection of the appropriate procurement method.
  • Creation of the solicitation (RFQ/RFP).
  • Evaluating prospective Offeror quotes, bids.
  • Proposal evaluations and recommendations.
  • Cost and price justification/analysis, negotiations, drafting of contracts, and modifications along with written documented recommendation for award.
  • Candidate must be self-motivated, resourceful and organized, taking ownership of all assigned work.
  • Must be able to work within a scientific facility under stringent timelines to meet the laboratory’s needs.
  • Must be proficient in Microsoft Office Word, Excel and PowerPoint.
  • Ability to interact effectively and respectfully with a diverse and international population of internal and external customers.

Preferred Knowledge, Skills, and Abilities:

  • Working knowledge of PeopleSoft.
  • Master’s degree in business.
  • Juris Doctorate and admission to a state bar.
  • Certified Procurement Professional (CPP) or similar certification in government procurement practices.
  • Experience teaming with legal counsel, project managers, engineers, cost estimators and quality assurance personnel in a scientific or high-tech environment.

Environmental, Health & Safety Requirements:

  • Ability to communicate verbally and hear and understand speech.
  • Ability to operate a computer keyboard.

Additional Information:

Will require occasional travel in support of Procurement activities and small business activities.

At Brookhaven National Laboratory we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

  • Medical, Dental, and Vision Care Plans;
  • Flexible Spending Accounts;
  • Paid Time-off and Leave Programs (vacation, holidays, sick leave, paid parental leave);
  • Lab-funded Retirement Plan;
  • 401(k) Plan;
  • Flexible Work Arrangements;
  • Tuition Assistance, Training and Professional Development Programs;
  • Employee Fitness/Wellness & Recreation:  Gym/Basketball Courts, Weight Room, Fitness Classes, Indoor Pool, Tennis Courts, Sports Clubs/Activities (Basketball, Ping Pong, Softball, Tennis).

Brookhaven National Laboratory (BNL) is an equal opportunity employer that values inclusion and diversity at our Lab.We are committed to ensuring that all qualified applicants receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any other federal, state or local protected class.

BNL takes affirmative action in support of its policy and to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.Please contact us to request accommodation.

Brookhaven Science Associates requires proof of a COVID-19 vaccination for all employees.Proof of full vaccination as recognized by the CDC and/or WHO, inclusive of the two-week waiting period, is required either by November 17, 2021 or at the start of your employment if after November 17, 2021.

*VEVRAA Federal Contractor

Brookhaven employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file

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