Grants and Contracts Specialist

Position Description

Seattle’s Office of Housing (OH) works to build strong, healthy communities and increase opportunities for all people to live in a community of their choice, in a home they can afford. OH invests in the production and preservation of affordable homes for people with low-incomes, including individuals and families who are exiting homelessness. The Office also assists low-income homeowners with home repair loans and weatherization grants so they can safely remain in their homes and neighborhoods.

The Office of Housing has seen a rapid expansion of contract management work across all units of the department. We are looking for a Grants and Contracts Specialist who will review and process grantee invoices, prepare and execute contracts and agreements, process contractor invoices, and oversee compliance with program policies and procedures.

Job Responsibilities

In This Role, You Will

Implement contract management processes, procedures, and monitoring for multiple programs under the control of the Office of Housing (OH):

• Maintain tracking systems for status and progress of contracted services and contractor files
• Monitor agency performance by processing invoices, completing program assessments, and regular desk monitoring activities
• Review monthly and quarterly reports
• Conduct site visits
• Prepare written program evaluations to determine compliance with performance standards and Federal, State, and local regulations
• Develop, prepare, and negotiate subcontractor, agency, and consultant agreements and amendments, including program goals, objectives, performance standards, reporting requirements, and budgets
  
  

Support Quality Control On Contract Processes And Procedures

• Identifying the proper City templates
• Identifying the required steps and supporting documentation
• Competing the necessary data entry into the Citywide Contract Management System database
• Filing new contracts with the City Clerk
• Coordinating with the Finance team on contract-related transactions in PeopleSoft
• Maintaining project files
  
  

You will be most successful in this role if you possess a combination of the following:

An Ability To

• Be organized and detail oriented and able to ensure quality control and consistency across many documents
• Work quickly and accurately on many contracts and other items simultaneously; set and meet deadlines
• Acquire a thorough understanding of the City’s contracting rules and procedures
• Communicate clearly, both orally and in writing with diverse audiences, and contribute to the City's goal of achieving racial equity and social justice
• Commit to listening, create space for diverse perspectives, and pursue inclusive and just outcomes
• Respect people’s lived experience and reflect a deep understanding of race, social justice, and equity in your interactions and work
• Recognize how institutional racism and government has contributed to inequality and the wealth gap between white people and Black, Indigenous, and people of color (BIPOC).
  
  

Skills In

• Communicating information to others in a way that they understand it
• Working collaboratively with a variety of people (individually or in teams)
• Being an active, positive, and contributing member on multiple teams
• Microsoft Office Suite
• Contract management
• Customer service
• Attention to detail
  
  

Experience With

• Producing accurate, clear, and understandable documents
• Processing invoices; developing, executing, monitoring, and closing contracts
• Multi-tasking and prioritizing work in order to meet your and other people’s deadlines
• Building positive working relationships based on trust and mutual respect
• Extensively using Adobe and Adobe Sign to develop documents and route them for signatures
• Learning new data systems (or existing knowledge of CCMS)
• Providing frequent updates to internal and external partners
  
  

Qualifications

In addition to the qualities mentioned above, you will need to possess the below required qualifications (or a combination of education, training or experience which provides an equivalent background required to perform the work of the class):

• One year of professional experience in contract administration, budget management, planning, human services administration, or a related field
• A Bachelor’s Degree in Business or Public Administration, a Human Services field, or other related field
  
  

OR

• Two years of professional experience in contract administration, budget management, planning, human services administration, or a related field
• An Associate Degree in Business or Public Administration, a Human Services field, or other related field
  
  

OR

• Three years of professional experience in contract administration, budget management, planning, human services administration, or a related field
  
  

Additional Information

This civil-service position is eligible for overtime and is classified as a Grants & Contracts Specialist. The full pay range for this step-progression position is $38.55 - $44.82 per hour. New employees begin at Step 1 of the pay progression, which is $38.55 hourly. Current City employees’ starting rate of pay will be based on Personnel Rules regarding promotions.

This position offers the flexibility of a hybrid work schedule. Employees are expected to be in-office 3 days per week. Individual schedules will be based on agreement between the employee and their supervisor and are subject to change.

First round interviews for this position are tentatively scheduled for Wednesday, February 26 and/or Thursday, February 27, 2025. Second round interviews are scheduled for Wednesday, March 5, 2025.

We will 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 Lindsey King at Lindsey.King@seattle.gov to request accommodation.

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360), which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language, interpretation, or translation services to the public on behalf of the City of Seattle.

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

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.

Application Process

Please submit your application at https://www.governmentjobs.com/careers/seattle/no later than 4:00pm Pacific Time on Tuesday, February 11, 2025. To be considered for this position, in addition to completing your application fully, please attach:

• A PDF of your current resume which illustrates your related skills, experience, and abilities
• Cover Letter explaining your interest in this opportunity with the Office of Housing and capability to perform in this role
  
  

The fields of housing development and lending have often failed to reflect the experiences and identities of people affected by development decisions and outcomes, including Black, Indigenous, People of Color, Immigrants, Refugees, People with Disabilities, and LGBTQ people. We strongly encourage people with these identities or from other marginalized communities to apply.

This position is open to all candidates that meet the minimum qualifications. The Office of Housing values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, medical condition, or pregnancy. The Office of Housing encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences. If you have questions, please contact Lindsey King at Lindsey.King@seattle.gov.