Contract Administrator II (Administrator II)

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on May 6, 2022
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Summary

Seattle & King County Public Health is seeking a uniquely qualified person with both accounting and contracts experience to serve as a contract administrator within the fiscal and administrative unit of Office of the Director and Administrative Services Division.  This position is responsible for supporting our various contract and accounts payable work within the unit.  The Contract Administrator will be responsible for work contributing to the production and execution of contracts, reporting, and accounts payable in accordance with federal, state, county and department requirements.

The ideal candidate will have strong analytical skills, experience with Oracle EBS, extensive experience using Microsoft Excel and other reporting software for revenue and expenditure monitoring, with a keen attention to detail.

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/equity.    

Job Duties

Contract Administration

  • Support assigned programs within the Administrative Services Division by responding/researching fiscal inquiries related to payables and receivables contracts and research/respond to invoicing issues.
  • Administer contracts to include reviewing scopes of work and establishing/reviewing contract exhibits and other required documents, setting up contracts in the online contract management system (Agiloft), monitoring and reporting on progress, and maintaining files.
  • Conduct detailed review of invoices, route to program staff for approval, follow up with questioned costs, enter invoices into online procurement system for payment, track receipt of payments, and troubleshoot problems with payments.
  • Review, track, and archive documentation necessary for audits. This includes invoices for payment by King County Accounts Payable.
  • Ensure accurate and timely data entry into Agiloft, iProcurement and iExpense and act as subject matter expert for these systems.
  • Act as liaison with the Contracts, Procurement and Real Estate Services (CPRES) section.
  • Create and maintain financial policy compliance tracking tools, monitoring systems, and reporting procedures and processes. Ensure that programs understand and use internal controls when engaging in grant procurement or planning.
  • Support programs in submitting progress reports, financial status reports and invoices to grant funders.
  • Make correcting accounting entries as necessary for proper allocation of expenditures.
  • Complete all relevant department year-end fiscal tasks including expenditure accruals and fiscal adjustments.
  • Work with program managers and contractors to ensure they understand terms and conditions of their contracts, including financial management of grant funds and reporting requirements.
  • Provide technical assistance to contractors to ensure timely and accurate invoicing and financial tracking.
  • Coordinate between accounts payable and contracts unit.

General Administration
  • Assist with project procurement and other administrative duties as they arise.
  • Assist with gift card procurement and tracking.
  • Process improvement: innovate and improve administrative processes for better financial stewardship of public funds, and increased value in direct services to the residents of King County.
  • Other duties as assigned.

Experience, Qualifications, Knowledge, Skills

  • Demonstrated knowledge and a minimum of 2 years contract experience to include but not limited to overall contract management (compiling/creating exhibits, compliance, monitoring and reporting).
  • Demonstrated knowledge and a minimum of 2 years accounting experience at a minimum the demonstrated ability to processing accounts payable transaction. Experience in gathering, analyzing, and presenting data using Microsoft Excel (applicant should be at least an intermediate user of excel).
  • Knowledge and demonstrated ability using online procurement and financial management systems.
  • Knowledge and demonstrated ability applying generally accepted accounting principles (GAAP).
  • Strong written and verbal communication skills. 
  • Ability to build respectful and productive relationships with internal colleagues and external clients; establish and maintain effective working relationships and offer high level of customer service to all stakeholders.
  • Ability to use knowledge, skills, techniques and systems to define, visualize, measure, control, report and improve processes with the goal to meet customer requirements.
DESIRED QUALIFICATIONS
  • Advanced knowledge of grants management, accounting, audit, and public sector budgeting.
  • Experience with Oracle-based financial and reporting systems.
  • Experience with electronic contract administration systems.
  • At least two years of experience managing the fiscal and contractual aspects of a federal or state grant/contract.

Supplemental Information

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.
his position is open to all qualified internal and external candidates. To be considered as a Special Duty applicant, you must be a current Career Service, King County employee who has successfully passed probation and must get your supervisor's approval if this assignment is offered to you.

Duration of position
We have currently 2 available positions that are expected to last through May 31,2023 with the possibility of extension.


This recruitment is open continuous until the position being filled.  First review with be done for applications received by February 17, 2022.  

Application Process
The following items are required to be considered for this vacancy:
  • Job Application
  • Responses to the supplemental questions
You can attach multiple documents if necessary or required, such as your cover letter or resume to your application. Your options are:
  • Copy and paste one or more documents into the text resume section of the application.
  • Attach multiple documents/files in the resume attachment section.
Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.
  • The selection process may include but is not limited to: evaluation of application materials and supplemental questions, interviewing, and testing. For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring.
  • Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
  • Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities, work location and working hours.
 Necessary Special Requirements
  • The selected candidate will be required to pass a thorough background investigation.
  • Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
  • Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing required training on time.
Work schedule
This position is non-exempt from the provisions of the Fair Labor Standards Act and is overtime eligible. The normal work week for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. 

Work Location: 

The primary work location of this position is in King County - Chinook Building, 401 5th Ave., Seattle, WA 98104.


Telecommuting
The work associated with this position will be performed predominantly in a hybrid work environment working in the office and at home.

Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
 
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
   
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment. 
 
Union affiliation:
This position is not represented by a labor union.
 
Contact:
For more information about the application process, please contact Nic Horea, Senior Human Resource Analyst at nicolae.horea@kingcounty.gov or 206-263-8736.   

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
Do you have experience with contracts/grants management including compliance, monitoring and invoicing?
  • Yes
  • No
02
If you answered 'yes' to question #1, please describe your experience with contracts/grants management including compliance, monitoring and billing and the types and sizes of grants. If you answered 'no' then put N/A.
03
Do you have competency with using Microsoft Excel?
  • Yes
  • No
04
If you answered 'yes' to question #3, please describe the functions you are able to use comfortably with Excel. If you answered 'no' then put N/A.
05
Do you have experience using online procurement, contracting and financial management systems?
  • Yes
  • No
06
If you answered 'yes' to question #5, please describe your role and how you used these systems. Please name any procurement, contracting and financial management systems and your years of experience with them. If you answered 'no' then put N/A.
07
Are you applying to this position as an eligible Current or Previous King County Employee Priority Placement Program Participant AND 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 AND 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. AND The position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
08
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