Administrative Assistant - Community Services

Job Summary

Under general supervision, this position supports the administrative and contract management functions for Clark County Community Services. This position works closely with the Contracts Management Analysts, Program Coordinators and Managers, and the Administrative Services Manager for the effective implementation of county and state procurement methods and contracts administration, RFP/RFQ processes, and county purchasing policies. As the contracts database administrator (currently Bonfire), the successful candidate will work seamlessly with project managers, supervisors, and consultants to ensure contract information is kept current.

The successful candidate will need to be self-motivated, able to communicate well with others, and eager to contribute to the Clark County Community Service's mission to empower and uplift our community by providing essential support, resources, and opportunities aimed

at overcoming barriers to ensure a stable, healthy, and engaged community for all.

Clark County is a growing and diverse community. Community Services is committed to promoting equity and inclusion within the organization and in its interactions with the public. We encourage candidates with the knowledge, ability, and experience to work with a broad range of individuals and communities from diverse racial, ethnic, and socio-economic backgrounds to apply.

This is a full-time, represented, hourly position. This position has the option of a remote/hybrid work schedule possibility. However, the candidate selected must reside in OR or WA. No Exceptions. Department offices are located at the Center For Community Health, on the Vancouver VA Campus.

Applications will be accepted until an adequate number of applications are received.

This position is represented by Local 11 - OPEIU (Office and Professional Employees International Union, AFL-CIO).

Qualifications

Education and Experience

• At least three years of responsible and advanced administrative support experience including the full range of Microsoft Office software applications and other personal computer applications.
• An Associates or Bachelor's degree or the equivalent is preferred.
  
  

All combinations of education, experience, and training that demonstrate the ability to perform the work will be considered. The successful candidate must pass a criminal background check, as required by RCW 43.43.830.

Preference will be given to individuals with knowledge of contracting and contract administration; computer applications related to contracting (database, spreadsheet, word processing); federal and state grant and program regulations, including HIPAA; and Title 2 of the Code of Federal Regulations; local government operations.

Qualifications

The ideal candidate will have the following strengths

• Demonstrated time-management and organizational skills. Ability to effectively handle multiple priorities.
• Excellent interpersonal communication skills. Ability to develop and maintain effective working relationships.
• Ability to carry out policy directives of management in an effective and timely manner; establish and maintain effective working relationships with the public, other governmental jurisdictions, contractors, and other County staff; communicate and express ideas effectively, orally and in writing.
• Strong analytical, research and written communication skills.
• Ability to work independently in a fast-paced environment, managing a heavy workload.
• Experience with or ability to learn the following software: Workday, Bonfire, DocuSign, GovQA, and Microsoft Office programs.
• Experience in grants and contract administration, risk analysis, preparation for audits and working with community-based non-profits and public entities.
• Strong analytical, written, and oral communication skills, including English grammar.
• Strong customer service and communication skills.
• Experience working directly with people from diverse communities including but not limited to racial, ethnic, and socioeconomic backgrounds.
  
  

Successful candidates will have a demonstrated commitment to promoting diversity, Equity, inclusion, and multicultural competence and must be willing to contribute to the Community Services strategic plan of inclusion.

Selection Process

Resume and other documents must be attached together in the 'Resume Upload' section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.

Application Review (Pass/ Fail) - An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Assessment Testing (Pass/Fail) - This recruitment may require assessment testing which will be job related and may include, but not limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Oral Interview - The interview will be job related and may include, not limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.

Employment references will be conducted for the final candidates and may include verification of education.

It is general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.

This recruitment will remain open until an adequate number of candidates has been received.

Examples of Duties

Duties may include but are not limited to the following

• Filing documents in agency binders.
• Public Disclosure Request processing
• Staff Report processing.
• Creating new vendors in Bonfire.
• Bonfire entry and deliverables tracking.
• Maintain knowledge of department operations and systems. Perform work within procurement and contracting parameters established by the department and applicable federal and state laws and regulations.
• Read and interpret grant language and contract language for compliance issues. Address any non-compliance issues with program personnel, management, or providers.
• Prepares recommendations to Contract Management Analysts and Manager regarding direction of program.
• Researches and analyzes data relating to assigned programs, recommends modification of procedures.
• Prepares reports on program performance, needs, services information and contributes to the evaluation of program performance.
• Coordinates activities with those of other related programs, departments or agencies; works through controversial issues, relying on manager's assistance to resolve significant issues.
• Makes recommendations in defining program goals and objectives; recommends methods and means of accomplishing objectives; works within established policies and procedures.
• May assist manager with coordinating and assigning work activities and small projects; monitors workflow; reviews and monitors work products, methods and procedures.
• Send/track annual certifications to all contractors for signature.
• Filing contracts and deliverables on the H-drive.
• Archiving contracts records.
• Drafting Risk Assessments and Monitoring Plans.
• Arranging WorkDay Supplier Setup.
• Preparing and routing documents via DocuSign.
• Other duties, as assigned.
  
  

Salary Grade

Local 11.7

Salary Range

$26.50 - $35.78- per hour

Close Date

Open Until Filled

Recruiter

Irene Catherine Chrest

Email

Irene.Chrest@clark.wa.gov

Equal Opportunity Employer

Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.

Employee Benefits And Additional Compensation

Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.

Retirement Information

All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.

For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/

If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.