Contracts Specialist 3 -Grants/Contracts Billing (Non-Student)

South Puget Sound Community College is committed to increasing its cultural diversity, emphasizing equity and inclusion among its professional staff. A firm understanding of anti-racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district. 

And if that isn't enough?  We also offer: 

• A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs
• Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs
• The Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students
• A brand new Health & Wellness Center
• FREE Bus service every 15 minutes to downtown Olympia and beyond
• FREE parking on our campuses – permits are not required
• On-campus child care
• Percival Creek which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall
• Many walking paths that are marked and on nicely paved sidewalks
• SPSCC promotes wellness with a variety of different workshops and events on campus
• Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
• Many community events in the Kenneth J. Minnaert Center for the Arts
• Employee Resource Groups (ERGs)that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:
  • Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.
  • The LGBTQIA ERG creates a space for LGBTQIA staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility. 

This position serves as the Contract Administrator for the college and performs grants and contracts-related duties, including, but not limited to, helping with contract negotiations, reviewing compliance of contracts, and providing contract-related information to internal/external stakeholders.  

Duty: Conducts post-award contract and grant duties.

Tasks include:

• Ensures that contracts align with internal policies and processes
• Maintains contracts and awards in CTC link and can provide information when requested
• Creates awards and grants in CTC link and sets up their budgets
• Provide the department with their grant chart string and budget
• Work with the executive assistants to reconcile expenses before submitting the invoices In OBIS
• Manages billing for grants and contracts and non-student billing
• Creates or helps to create grant reconciliation
• Ensures all post-award information is input into ctclink
• Maintains all award information and communicates when a grant is about to end
• Work with the budget analyst to update combo codes related to Grants

Duty: Initiates, reviews, and gives contract recommendations, including billing management for grants, contracts, and non-student transactions. 

Tasks include:

• Following State and agency regulations and guidelines, develops, negotiates, and administers contracts with other State agencies, federal agencies, and private vendors for goods, services, and project funding;
• Obtains signatures of parties to agreements or signatures of authorized agents; develops and maintains a list of authorized contract signatories; coordinates terminations of agreements and contracts;
• Reviews performance and evaluates compliance with terms of contracts; identifies areas of non-compliance requiring correction;
• Advises departmental divisions and staff members on procedures involved in contracting for goods or services;
• Ensures that contractual obligations are followed
• Serves as primary contact for contract-related information
• Communicate with the budget analyst and manager about contract budgets and any information
• Helps to review contracts before finalization
• Inputs contractual information such as duration and terms into ctclink.
• Communicate any contractual-related information to grantors/grantees
• Represents the college in negotiations with other parties to all contracts and agreements
• Coordinates with the Office of the Attorney General and with representatives of other State agencies on contract requirements and procedures

 Duty:  Ensure compliance with state purchasing rules, regulations, and reporting

Tasks include:

• Review contract language for compliance with state contracting rules and regulations
• Develops and implements strategic direction of contract development
• Understand state procurement laws
• Supervise and create a training plan for procurement specialist 3 in-training
• Prepare and submit annual State reports on contracts

Duty: Perform related duties as required

Tasks include:

• Prepares and conducts individual and group training sessions
• Performs market analysis and customer needs assessment studies to identify new contracting possibilities;
• Promotes Minority and Women Business Enterprise outreach programs
• Other duties as assigned

Minimum Qualifications:

AND

OR

• Qualifying experience may be substituted, year for year, for the education.
• Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions.
• Position requires a high degree of accuracy and attention to detail.
• Excellent communication skills and the ability to work well with others and function as a team member.
• Advanced knowledge of computers and software applications, specifically MS Office suite: Word, Outlook, and Excel. Intermediate knowledge of PowerPoint and Access.
• Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds

Desired Qualifications:

• A Master's degree in one of the above academic disciplines may be substituted for one (I) year of experience.
• Knowledge of State procurement statutes and administrative codes, government contracting and procurement techniques, research and market analysis techniques, effective oral and written communication methods, technical writing skills, contract development, and administration.
• Ability to establish and maintain effective working relationships with suppliers, customers, fellow employees, and the public; adapt rapidly to changing market conditions and/or customer needs; work effectively with automated procurement systems; develop and lead user committees that aid in the development of contract specifications or contract dispute resolution; prepare and interpret complex specifications and award criteria; analyze bids or proposals submitted by suppliers and determine award; prepare, maintain and interpret procurement and contract statistics and management reports.

Applications must be completed online and include the following attachments:

1. Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.
2. Current resume/CV showing all educational and professional experience demonstrates how you meet the minimum and preferred qualifications.

South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator

South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512;  South Puget Sound Community College is a smoke-free/drug free environment.

Salary : $66,012 - $88,800