Contracts Administrative Specialist - BU

Human Services, a department of the City of Seattle, funds and operates programs and services that meet the basic needs of the most vulnerable people our community – families and individuals with low incomes, children, domestic violence and sexual assault victims, homeless people, seniors, and persons with disabilities.  We invest in programs that help people gain independence and success.

 

The Contracts Administrative Specialist supports the Aging and Disability Services Division Contracts Manager and the contracts team. Work includes supporting management and team members with administrative support; serving as the technical expert for the contracts unit; lead on external communication to agencies; and special projects. The specialist responds to confidential and complicated contract or grant inquires, provides clerical support to management and team members, and composes contract letters and reports. This individual regularly coordinates with other City department staff, other agencies, community groups, and the public on contract related issues. This position reports to the ADS Contracts Manager.

 

• Perform administrative duties and clerical work supporting contracts team management and team members.
• Serve as the lead for all contracts communication. Requires discretion due to confidentiality.
• Maintain the division contracts and assessments filing & tracking system(s) (materials are highly sensitive and confidential in nature). Requires being subject matter expert with the filing systems used including SharePoint, shared network drives and MasterWorks. 
• Research and compile information on special assignments that require a high degree of program knowledge and independence; prepares reports with a high degree of sensitivity or confidentiality. 
• Organize and coordinate administrative support operations and procedures; evaluates procedures and revises as necessary; devises new forms to improve efficiency. 
• Provide new employee onboarding, and training and advising team members on office/administrative procedures.
• Ability to make judgments and decisions within established guidelines and alternatives such as those required to revise work procedures, re-order priorities and work schedules, interpret and apply specific department/program rules, procedures and criteria.
• Types narrative reports, contracts, invoices, forms, charts, and correspondence using Microsoft Word; provides editing, formatting and proofreading services in the course of preparing finished copies from other contracts staff.
• Queries databases to create ad hoc reports including financial reports in PeopleSoft 9.2; contract management in MasterWorks; or data compiled in internal tracking or planning documents.
• Requires a high proficiency in Microsoft Office Suite products; in particular Outlook, Word, Excel, PowerPoint, Project, Teams, To Do, Forms, SharePoint, Visio, Azure, and OneNote.
• Assist with procurement, distribution, and management of equipment and tools. Includes ordering products from Seattle IT, contracted supplies providers, and other providers using a City issued credit card.
• Develop written reports, briefs, presentations and other documents for internal and external audiences.
• Experience working with or interest in learning SharePoint to maintain project sites falling within the responsibility of the Contracts team. Will be required to have in-depth knowledge of how SharePoint works including creating sites, managing file permissions, setting permissions and creating and maintaining document routing tools.
• Assists with planning and preparation of meetings with both internal staff and external stakeholders.
• Utilize clear, concise, and professional communication skills and strong interpersonal skills.

In collaboration with other administrative staff in the division, support a coordinated response to ADS administrative operations/capacity as needed.Required Experience: 
Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class.)
Desired Experience:

• Experience in aging/long-term care services, non-profit, human services, public health or other public services;
• Proficiency in contracts/business communication and the ability to write clear, professional correspondence, letters, memos, reports;
• Excellent written and verbal communication skills;
• Good organizational skills, ability to prioritize work, and ability to multi-task in a busy work environment;
• Strong written and oral communication skills, with demonstrated ability to effectively communicate with a diverse range of stakeholders, policy makers, partners, and agency staff. 
• Strong level of knowledge and experience with MS Outlook, scheduling meetings and maintaining multiple calendars.
• Experience using Microsoft Office Suite including Excel to record and/or analyze data and Word to create professionally formatted documents. Experience with other MS products utilized by the unit including. PowerPoint, Project, Teams, To Do, Forms, SharePoint, Visio, Azure, and OneNote
• Experience collaborating with teams in a fast paced hybrid working environment. 
• Experience with basic financial systems and procedures including invoice payment, signature collection, coding and attaching receipts and required documents to the invoice or charge.

The full salary range for this position is:  $35.89 - $40.30 Hourly

Your application will not be reviewed if these items are missing or incomplete.
 
Hiring Process
Applications are reviewed on a continuous basis; first application review will be conducted on October 29, 2024. Qualified candidates must submit the following to be considered:

1. Completed NEOGOV online application.
2. Current résumé indicating relevant experience and education. 
3. Supplemental questionnaire responses 

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check.
 
Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and covered family-members/most employees-plans  


Effective November 3, 2024 staff are required to be in the office a minimum of three days per week. 

Salary : $36 - $40