Contracts Specialist 2 at Secretary of State’s Office

Contracts Specialist 2

Salary
$3,883.00 – $5,101.00 Monthly
Location
Thurston County – Olympia, WA
Job Type
Full Time – Permanent
Department
Office of the Secretary of State
Job Number
18 OP CS2 0413a
Closing
6/27/2018 11:59 PM Pacific
Description
Contracts Specialist 2 description image
Headed by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library.  The office also administers the Address Confidentiality Program, the Legacy Program and the Combined Fund Drive.  Visit our website at:  www.sos.wa.gov.

Contract Specialist 2
Full-time, permanent

Always busy, never boring: This is a professional level position that reports to the financial services manager in the Operations Division.  As a small Office with diverse programs, you will expand your skill set by working on a variety of projects – public works – grants – professional service contracts.  You will be part of a close-knit procurement team of 5 and work with the many dedicated, knowledgeable program staff who are passionate about their mission.  You will provide them with guidance through the procurement process, choose the proper vehicle for their procurements and, using your excellent writing skills, create agreements which protect the Office while providing for our needs.
Duties
Contract analysis and execution
Tasks include:

  • Analyzes and drafts contracts for compliance with state contracting rules and requirements, clarity of language and internal consistency
  • Finalizes basic and complex contracts and agreements for the office, including but not limited to: service contracts, interagency/intergovernmental agreements, and information technology contracts, by obtaining necessary signatures of all parties to agreements and contracts, conducting DES filing, and ensuring all signatures are obtained properly
  • Collaborates with staff and attorney general’s office regarding contract language and provisions
  • Negotiates provisions and language with contractors and vendor to ensure compliance with laws, rules, and regulations
  • Assures compliance with contracts; maintains a list of authorized signatories; coordinates termination of agreements and contracts
  • Collaborates with contract manager to resolve contractor claims

Consults with program staff

Tasks include:
  • Serves as subject matter expert for  goods and services procurement
  • Builds collaborative relationships with staff to facilitate proper adherence to required regulations
Oversees the contract administration and close
Tasks include:
  • Collaborates with contract manager and program representatives to ensure that all terms and conditions are met by the contractor and the office
  • Completes close out process and documents all necessary processes
Miscellaneous
Tasks include:
  • Develops and maintains systems and procedures to enhance efficiency
  • Develops and maintains template contracts and agreements
  • Develops a library of pre-approved contract language
  • Attends staff meetings and provides training refreshers to contract managers and division leadership
  • Serves as back up for purchasing
Qualifications
REQUIRED QUALIFICATIONS:
  • Two years experience in writing clear, concise, and accurate contracts
  • Experience analyzing and assessing risk
  • Experience utilizing legal terminology
  • Ability to efficiently use a personal computer and applicable software, such as Microsoft Word, Microsoft Excel, Microsoft Outlook and Adobe, to successfully perform the essential functions of the position
  • Demonstrated ability to work both collaboratively and independently in a fast-paced environment
 PREFERRED/DESIRED QUALIFICATIONS:
  • Bachelor’s degree in public administration, business administration, business law, commerce, economics, or a closely related field;  Additional qualifying experience may be substituted, year for year, for the educational qualification. A law degree (JD) may substitute for the specified education and contract writing experience.
  • Washington State Contracts and Procurement and Purchasing training
  • Demonstrated knowledge of contract law, and principles of negotiations
  • Demonstrated knowledge and experience with negotiations
  • Demonstrated ability to write policies and procedures
Supplemental Information
SPECIAL REQUIREMENTS/CONDITIONS OF EMPLOYMENT

  • Ability to work collaboratively and provide leadership in resolving issues
  • Ability to communicate, both verbally and in writing in a concise and clear manner that allows clients to understand and follow direction given
  • Ability to manage diverse workload and meet required deadlines in a fast-paced environment

HOW TO APPLY
Please attach a resume and a letter of interest describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-7145.

Heather LigtenbergContracts Specialist 2 at Secretary of State’s Office