Job Description

Posting number: 26 OPS CS2 0639a

Department: Office of the Secretary of State

Division: Operations

Job classification: CONTRACTS SPECIALIST 2

Posting type: Open & Promotional

Categories: Human Resources, Risk Management, Miscellaneous, Diversity Management/EEO, Organizational Development, Office and Administrative Support, Payroll/Benefits Administration

Summary

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.

Contract Specialist

Full-Time, Permanent

This is a professional level position that reports to the Budget and Procurement Manager and is responsible for developing contracts and conducting procurements, from initial program request through contract while providing contract administration support. The incumbent ensures that applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures are followed when planning procurements; preparing solicitation documents and scopes of work; and negotiating, drafting, and execution of complex contracts, grants, leases and other transactional documents and instruments to provide or obtain services and/or goods.

Examples of duties

Contract development, procurement, and execution

Tasks include:

• Analyzes and applies applicable procurement rules to specific situations to determine customer options for contracting and procurement; consults with appropriate program staff to clarify the business need, scope, and deliverables and determine best available option for the customer.
• Works with program staff to translate business requirements into scopes of work, measurable deliverables, acceptance criteria, performance expectations, and payment provisions.
• Develops and prepares competitive solicitations for goods and/or services, including scopes of work, specifications, and evaluation criteria in coordination with appropriate program staff.
• Coordinates the competitive solicitation process, including developing, finalizing and posting solicitation documents, arranging and conducting meetings with contractors and vendors, maintaining files of solicitations for audit, coordinating contractor/vendor evaluations with program staff, announcing apparent successful bidders, administering contractor/vendor complaint and protest proceedings, and contracting with successful bidders.
• Analyzes and drafts basic and complex contracts and amendments, including scopes of work, deliverables, performance expectations, and compensation provisions for compliance with applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures, to minimize risk and meet customer objectives.
• Coordinates review of draft contracts and solicitation documents, incorporates approved revisions, and prepares complete contract packages for execution.
• Conducts due diligence searches on contractors and vendors and documents results in files on Contracts drive.
• Consults and collaborates with program staff and Attorney General's Office as appropriate regarding contract terms, draft language, revisions and legal matters.
• Negotiates with contractors, vendors, and other counterparties on scope, deliverables, pricing, schedules, and other transaction terms.
• Uses clear, concise, and consistent language in drafting contracts and amendments, including revisions based on program and legal review; maintains a list of authorized signatories.
• Ensures that all contracts and amendments are properly executed by all necessary parties, are notarized and recorded (as appropriate), and that required approvals, attachments, and other steps are completed to finalize the transactions for the office, including that appropriate documentation of insurance coverage is obtained, that the contracts are filed and entered into appropriate electronic databases, and that copies are distributed to the appropriate parties.
• Follows established conventions for naming, organizing and storing electronic files, folders and documents on Contracts drive.
• Provides post-award technical support to contract managers and program representatives regarding whether all contractual terms and conditions are met by contractors and the office; helps coordinate termination of contracts and other transaction documents.
• Works with contract managers and Attorney General's Office as appropriate to support assessment and resolution of contractor claims and disputes.
• Supports contract closeout activities and documents necessary steps when assigned.
• Attends trainings and seminars with partner agencies.

Consults with program staff

Tasks include:

• Serves as subject matter expert for contract development and procurement for goods and services for the office.
• Builds collaborative relationships with division staff to develop clear contract requirements and facilitate proper adherence to required regulations.
• Conducts periodic visits to program staff facilities.
• Provides periodic training on contract drafting, solicitation development , and emerging procurement topics to program staff.

Miscellaneous

Tasks include:

• Develops and maintains contract development checklists, systems, and procedures to enhance efficiency and consistency.
• Develops and maintains contract, grant, lease, and other transaction templates.
• Develops and maintains a library of pre-approved contract language.
• Attends staff meetings and provides training refreshers to contract managers and division leadership.
• Participates in the preparation and drafting of office policies and procedures.
• Organizes and maintains electronic files on Contracts Drive and in Contracts lnbox; manages and removes electronic files in accordance with applicable record retention requirements.
• Participates in work group sessions to develop/update/incorporate procurement-related forms, contract language, templates, and processes
• Updates and administers Forecasted Needs Report webpage on the OSOS public website.
• Serves as backup to administrators of other OSOS webpages (Current Procurements, Interlocal Agreements) on the OSOS public website.
• Coordinates with purchasing officers to conduct reviews of terms and conditions on prospective purchases of goods and/or services.

Qualifications

Required Qualifications:

• Three years of experience in developing or drafting government contracts, preparing competitive solicitations, negotiating, administering or terminating government contracts, contract property management, contract cost or price analyses, or contract compliance administration.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.

Preferred/Desired Qualifications:

• Bachelor's degree in public administration, business administration, business law, commerce, economics, mathematics, statistics or closely related field; Additional qualifying experience may be substituted, year for year, for the required education.
• Certification in Washington State Contracts and Procurement and Purchasing training.
• Demonstrated experience developing contracts, statements of work, deliverables, payment terms, or other contract documents.
• Experience preparing competitive solicitation documents and coordinating evaluation or award activities.
• Demonstrated knowledge of contract law, principles of negotiation, and contract drafting.
• Demonstrated ability to draft clear contract language, policies and procedures.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Supplemental information

Working Conditions

Work is performed in standard office environment, sitting at a computer for long periods of time. The standard business hours are Monday - Friday from 8am -5pm. Position communicates information both verbally and written with both internal and external customers. Occasional local travel to other office locations. Ability to represent the Office of the Secretary of State in a competent, confident, and professional manner. The incumbent must be able to maintain the highest level of confidentiality at all times. Ability to occasionally move and maneuver objects weighing up to 40 pounds with or without reasonable accommodation.

How to Apply:

• To be considered for this position you must attach the following:
• Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
• Current Resume
• Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.
• Candidates who are offered a job with OSOS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
• OSOS complies with the employment eligibility verification requirements of the federal government eligibility verification I-9 form. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
• OSOS does not participate in the E-Verify program and therefore cannot support STEM OPT Extensions.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should email hr@sos.wa.gov.