Purchasing Support Specialist

Empower AI; United States; Hybrid; USD 66,000 - 102,000; Full time

Job summary

Empower AI, headquartered in Reston, VA, seeks a Purchasing Support Specialist to analyze IT material requests, evaluate vendors, and prepare compliant RIP packages for government approval. The role handles bid comparisons, expedited RIPs, and tracking through the procurement lifecycle.

You will work in a hybrid role in Quantico, VA (RKB) with remote work eligibility and up to 10% travel. A strong background in procurement and clear communication with government stakeholders is required.

Qualifications

• Bachelor's degree and 0 years of related experience (an Associate's degree with 2 years of related experience, or 4 years of related experience in lieu of a degree, may be substituted).
• Must be a U.S. Citizen.
• Active Secret Clearance (favorably adjudicated T3/T3R) to start.
• Must be willing and able to obtain Top Secret eligibility after start, if required by mission needs.
• Must be within investigation scope and/or currently enrolled in Continuous Evaluation / Continuous Vetting.
• Experience or aptitude in purchasing, procurement support, supply, or administrative analysis; coursework in business, supply chain, or acquisition is a plus.
• Proficiency with Microsoft Excel, Word, and Outlook and the ability to maintain accurate trackers and files.
• Strong attention to detail, organizational skills, and the ability to manage many concurrent actions with deadlines.
• Basic understanding of purchasing fundamentals: quotes, price comparison, purchase orders, receiving, and invoices.
• Strong written and verbal communication skills for working with vendors, technical staff, and Government officials.
• Ability to follow approval processes precisely and never initiate a purchase without formal approval.

Responsibilities

• Analyze IT materials requests to determine completeness, specification clarity, and alignment with pre-approved categories, and prepare RIP packages with justifications, quotes, and supporting documentation for Government approval.
• Solicit and evaluate vendor quotes, compare pricing, terms, delivery, and compliance, determine the recommended source, and prepare price reasonableness documentation using Government-approved procurement vehicles when directed.
• Assess the urgency of break/fix and mission-critical requirements, determine when expedited RIP processing applies, and prepare expedited RIPs with justification within 24 hours.
• Analyze bench stock consumption data and requester input to determine replenishment needs and prepare the consolidated replenishment RIP for Government concurrence.
• Track every RIP action through the acquisition lifecycle, identify delays and risks to delivery, and maintain the RIP tracker for monthly RIP Status Update.
• Review commercial supplier agreements and license terms, identify potentially restrictive or non-compliant provisions, and refer them with analysis prior to purchase.
• Place approved orders, monitor delivery, evaluate receiving discrepancies with logistics, and assemble invoices and receipts supporting reimbursement documentation.
• Analyze spending against the IT Materials CLIN NTE ceiling, maintain procurement files and vendor records, and recommend process improvements.

Job description

Overview

Empower AI is AI for government. Empower AI gives federal agency leaders the tools to elevate the potential of their workforce with a direct path for meaningful transformation. Headquartered in Reston, Va., Empower AI leverages three decades of experience solving complex challenges in Health, Defense, and Civilian missions. Our proven Empower AI Platform provides a practical, sustainable path for clients to achieve transformation that is true to who they are, what they do, how they work, with the resources they have. The result is a government workforce that is exponentially more creative and productive. For more information, visit www.Empower.ai.

Empower AI is proud to be recognized as a 2024 Military Friendly Employer by Viqtory, the publisher of G.I. Jobs. This designation reflects the company's commitment to hiring and supporting active‑duty and veteran employees.

Responsibilities

Empower AI is seeking a motivated Purchasing Support Specialist to analyze requirements, evaluate vendors, and prepare compliant purchase actions for pre-approved IT materials on an enterprise IT Customer Support Services program supporting a Department of War agency. All purchases run through the Government's Request to Initiate Purchase (RIP) process under a materials-only T&M CLIN with a not-to-exceed ceiling, so the specialist evaluates each request for completeness and eligibility, compares vendor quotes and determines the recommended source with price reasonableness documentation, decides when the expedited process applies, analyzes consumption data for bench stock replenishment, and identifies restrictive supplier terms for referral. The role learns Federal procurement compliance from the ground up alongside the Procurement Analyst and the Government's approving officials. This is a salaried, FLSA‑exempt position in which you will independently analyze situations, determine the appropriate course of action, and exercise discretion and independent judgment on matters of significance to the program and its customers.

THIS IS A HYBRID ROLE BASED IN QUANTICO, VA (RKB) WITH REMOTE WORK ELIGIBILITY AND UP TO 10% OF TRAVEL INVOLVED.

JOB DUTIES:

Analyze IT materials requests to determine completeness, specification clarity, and alignment with pre-approved categories, and prepare Request to Initiate Purchase (RIP) packages with justifications, quotes, and supporting documentation for Government approval.

• Solicit and evaluate vendor quotes, compare pricing, terms, delivery, and compliance, determine the recommended source, and prepare price reasonableness documentation using Government‑approved procurement vehicles when directed.
• Assess the urgency of break/fix and mission‑critical requirements, determine when the expedited RIP process applies, and prepare expedited RIPs with justification within 24 hours of requirement identification.
• Analyze bench stock consumption data and requester input to determine replenishment needs and prepare the consolidated replenishment RIP for Government concurrence.
• Track every RIP action through the acquisition lifecycle, identify delays and risks to delivery, determine follow‑up actions with vendors and approvers, and maintain the RIP tracker for the monthly RIP Status Update.
• Review commercial supplier agreements and license terms, identify potentially restrictive or non‑compliant provisions, and refer them with analysis to the Procurement Analyst and Contracting Officer prior to purchase.
• Place approved orders, monitor delivery, evaluate receiving discrepancies with logistics, determine resolution actions with vendors, and assemble invoices and receipts supporting reimbursement documentation.
• Analyze spending against the IT Materials CLIN NTE ceiling, maintain procurement files and vendor records, and recommend process improvements to procurement standard operating procedures.

Qualifications

REQUIREMENTS:

• Bachelor's degree and 0 years of related experience (an Associate's degree with 2 years of related experience, or 4 years of related experience in lieu of a degree, may be substituted).
• Must be a U.S. Citizen.
• Must have an Active Secret Clearance (favorably adjudicated T3/T3R) to start.
• Must be willing and able to obtain Top Secret eligibility after start, if required by mission needs.
• Must be within investigation scope and/or currently enrolled in Continuous Evaluation / Continuous Vetting.
• Demonstrated ability to work independently, analyze problems, determine the appropriate course of action, and exercise discretion and independent judgment with limited day‑to‑day supervision.
• Experience or demonstrated aptitude in purchasing, procurement support, supply, or administrative analysis; coursework in business, supply chain, or acquisition is a plus.
• Proficiency with Microsoft Excel, Word, and Outlook and the ability to maintain accurate trackers and files.
• Strong attention to detail, organizational skills, and the ability to manage many concurrent actions with deadlines.
• Basic understanding of purchasing fundamentals: quotes, price comparison, purchase orders, receiving, and invoices.
• Strong written and verbal communication skills for working with vendors, technical staff, and Government officials.
• Ability to follow approval processes precisely and never initiate a purchase without formal approval.

DESIRED SKILLS:

• NCMA CCCM/CFCM coursework, DAU acquisition coursework, or APICS/ASCM CPIM/CSCP progress.
• Familiarity with Federal procurement basics (FAR, price reasonableness, GSA Schedules, NASA SEWP, or similar vehicles).
• Experience supporting Department of War (DoW), DoD, or other Federal IT programs.
• Familiarity with IT hardware and software products and licensing models.
• Familiarity with WAWF/PIEE and invoicing support.
• Interest in growing into procurement analysis, contracts, or asset/lifecycle management roles.

PHYSICAL REQUIREMENTS:

• Sitting for long periods
• Standing for long periods
• Ambulate throughout an office
• Ambulate between several buildings

About Empower AI

All hiring and promotion decisions at Empower AI are based on merit to bring the best talent available to contribute to our firm's overall success. It is the policy of Empower AI not to discriminate against any applicant for employment, or employee because of age, color, sex, disability, national origin, race, religion, or veteran status. Empower AI is a VEVRAA Federal Contractor.

Pay Band Min

USD $65,600.00/Yr.

Pay Band Max

USD $101,540.00/Yr.