Administrative Specialist IV - Contracts

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on November 22, 2022
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Summary

NOTE: The posting has been extended.  Please do not re-apply if you have already applied.  

The King County Facilities Management Division is looking to fill one Administrative Specialist - Contracts (Administrative Specialist IV) position This position will primarily work with our finance division to review and process documents, as well as with our administrative group to support documentation of Legislation. This position is open to both internal and external applicants.
 
This position is responsible for closing out construction contracts, making contract
payments, maintaining records, drafting standard documents, reviewing documents for style and format, managing document version control, coordinating and tracking approval of documents.   Our most ideal applicant will have an intermediate level of excel knowledge.  
 
 
Who are we?
 Through a workforce of over 300 dedicated employees, the FMD operates and manages the County's capital assets by developing and maintaining cost-conscious, sustainable, high-quality facilities, and environments. The Facilities Management Division maintains approximately 3 million square feet in facilities where King County provides regional services, including the King County Courthouse and District Courts, Maleng Regional Justice Center, King County Administration Building, King County Animal Shelter, and several Public Health facilities.  FMD Finance Section supports each of the division's sections by managing fiscal operations, preparing, and reviewing budgets, accounting, payroll administration, auditing contracts, developing and updating rate models.

Why it's worth taking a second look at working for King County: http://kingcounty.gov/audience/employees/careers/why-work-here.aspx

COMMITMENT TO EQUITY AND SOCIAL JUSTICE:
As the only jurisdiction in the world named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.
 We have a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from vulnerable communities are incorporated into our emergency planning and public outreach efforts.
 
To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspxies.

Job Duties

Contracts Management:
 
• Prioritize and accomplish the multiple tasks regarding the construction contract close-out process. Following required rules and laws.
• Handling all phases of construction contract payments: requisitioning, contract tracking, progress payments, and retainage releases.
• Prepare contract documents as needed for construction contract close outs and contract payments.
• Coordinate with other team members, as needed, regarding the contract closeout process.
• Provide specialized and/or technical information and advice that requires interpretation of established policies, contracts, procedures, and other relevant sources to staff, management, and the public over the telephone, in-person, or on-line.
• According to established policies and prescribed guidelines, control and/or oversee the proper maintenance, archiving, release, and destruction of vital records and files.
• Prepare letters, reports, charts, and other documents.
• Provide support for various projects as needed.
 
 
Administrative Support: 
 

  • Draft standard documents including form letters, reports, and ordinances, following the King County Style Guide requirements
  • Coordinate and track document approval processes according to established policies and guidelines
  • Review documents to meet established policies and King County Style Guide requirements
  • Manage document version control
 

Experience, Qualifications, Knowledge, Skills

Qualifications:
              

  • Three years of professional experience processing, reviewing, and monitoring construction contract closeouts and construction contract payments and working with automated accounting systems.
  • Experience interpreting policies and procedures.
  • Knowledge of accounting and higher-level mathematics.
  • Demonstrated intermediate skills in Microsoft Office Products including Excel, Word, and Outlook and other software applications relative to the position.
  • Ability to multi-task, respond to unanticipated requests, and work under pressure within deadlines.
  • Ability to provide clear information, directions, and training to technical and non-technical staff.
  • Demonstrated experience providing effective and quality customer service.
  • Strong organizational and advanced problem-solving skills.
  • Demonstrated ability to communicate effectively both orally and in writing.
 Desirable Qualifications:
 
  • Proven knowledge of construction contract close-out rules, regulations, and procedures.
  • Experience with Oracle, Word, Excel, Outlook, Teams
  • Skill in creating Excel spreadsheets for data analysis and tracking: including data filters, subtotals, pivot tables, and V lookup.
  •  Knowledge of public sector accounting.
  • Degree in accounting or business administration


 
 
 

Supplemental Information

How to Apply:
In order to be considered for this position, please complete a King County application, either electronic or paper.  A completed King County application (paper or electronic) is required.  We highly encourage all applicants to also provide a cover letter and resume.
 If you have any questions about this, please contact Jessica Mango at Jmango@kingcounty.gov or 206-477-9082, 

Forbes recently named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

COVID-19 Vaccination Requirement

King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.

As a condition of employment, prior to a final offer of employment, you will be required to:

  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.

People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01
Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? Do you possess the skills and abilities to qualify for this position?
  • Yes, I was given a layoff notice from my role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
02
If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

Required Question