Operations Specialist, Project/Program Manager II

King County   Seattle, WA   Full-time     Project Management
Posted on January 6, 2022
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Summary

The Department of Community and Human Services values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including Black, Indigenous, and People of Color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with lived experiences.  


The Department of Community and Human Services (DCHS) provides equitable opportunities for people to be healthy, happy, self-reliant and connected to community. The Adult Services Division (ASD) of DCHS works in partnership with communities to develop, support and provide human services programs focused on achieving results in housing stability, financial stability, healthy living and social engagement for veterans, servicemembers and their families; older adults and their caregivers; and other populations who experience vulnerability. The division’s work also includes efforts to strengthen connections within, and improve access to, the human services system.


ASD manages and provides equity-focused stewardship of revenue from the Veterans, Seniors and Human Services Levy (VSHSL), the RCW 73.08 veterans assistance fund and King County general fund-funded human services programs. ASD also supports the King County VSHSL Advisory Board and the King County Women’s Advisory Board.
 

As part of the ASD Operations unit, the Operations Specialist will assist in ensuring that key systems of community partnership, communications, fiscal operations, procurement, reporting, performance measurement, contract monitoring, technical assistance, capacity building, and inter-divisional contracting and memoranda of agreement (MOA) are consistent and executed to standard among the division's work groups for veterans, older adults and resilient communities. The scope of this position will encompass processes required to administer the Veterans, Seniors and Human Services Levy (VSHSL), DCHS general fund funding for human services, the RCW 73.08 veterans assistance fund, as well as other fund sources administered by the division. 

In particular, this position will have a technical focus: the Operations Specialist will lead the division in the transition from the use of shared files and other collaborative platforms to Microsoft SharePoint and Teams, and will also support the division in revising external-facing content and adopting King County’s new website management system. Another emphasis will be on supporting the division with setting and carrying out contract monitoring processes. The position will be responsible for helping to create division monitoring standards and processes and will support ASD program managers in ensuring compliance with the terms and conditions of the division’s service contracts. 


The position will also oversee an assigned portfolio of programs relating to VSHSL strategies or other ASD-funded programs that promote the ability of veterans, seniors and other resilient communities to access the human services system and that improve the ability of these services to systematize and engage in continuous improvement.
 

WHO MAY APPLY: This position is open to all candidates to meet the minimum qualifications.
 
REQUIRED MATERIALS: Candidates who wish to be considered for this position must submit an online King County application, with a cover letter and respond to the supplemental questions. Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire. Applications and/or supplemental questionnaires that state, “see my resume” are considered incomplete and will not be considered to be competitive. 
 

WORK SCHEDULE/CONDITIONS: This is a Special Duty Assignment (SDA) or Term-Limited Temporary (TLT) position anticipated to end December 31, 2022, but subject to change dependent on operational need. This position is scheduled to work 40 hours per week, Monday - Friday, 8am - 5pm. This position meets the provisions of the Fair Labor Standards Act and is overtime eligible with supervisory pre-approval. This position is represented by PROTEC17.

Teleworking Requirement 

The work associated with this position will be performed through a combination of teleworking complemented with onsite work and meetings as needed. 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 requiredincluding 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.  

RECRUITER: Susan Churchill, susan.churchill@kingcounty.gov

Job Duties

  • Project manage activities related to ASD’s migration to SharePoint, Teams, and/or other collaborative or information-sharing platforms. Develop project strategies, work plans and schedules, working with ASD management, King County IT, and other SharePoint administrators to understand statutory and operational conditions for projects.
  • Plan, convene and lead various internal and/or external work groups where appropriate. Analyze end-user needs to inform the structure and creation of SharePoint, Teams and other platforms for team use. 
  • Lead development of and migration to SharePoint, Teams and other system platforms.
  • Provide training and technical assistance to internal staff to support adoption and use of technology and information-sharing platforms. Develop and maintain user content for staff (e.g., manuals, instructions, trainings, etc.) to ensure usability. 
  • Oversee and manage a portfolio of programs relating to VSHSL strategies or other ASD-funded programs that promote the ability of veterans, seniors and other resilient communities to access the human services system and that improve the ability of these services to systematize and engage in continuous improvement.
  • Design, implement, refine and manage the ongoing performance of assigned programs, key aspects of which include:
    • Help create and refine contract monitoring standards, processes and guides, including trainings as necessary, to support other ASD program managers in planning, scheduling and completing contract monitoring visits and reports with contracted providers. 
    • Ensuring continuous community partnership to remain meaningfully partnered and accountable to affected communities in all aspects of work.
    • Developing subject matter expertise on policies, practices and program models that affect the program’s focus populations.
    • Negotiating and drafting contracts and contract exhibits.
    • Monitoring contract performance to ensure timely payment, use of data to inform continuous process improvement, attainment of program outcomes and strong county-contractor partnerships.
    • Providing ongoing technical assistance to support contracted partners in reducing barriers to program success. 
  • Develop expertise in and conduct or support VSHSL procurement processes; assist in developing draft language; use web-based procurement tools; provide technical assistance to division work units and other VSHSL partners and assist in competitive bid processes as needed.
  • Participate in the development and refinement of standards and training of division processes for procurement, contracting, monitoring, reporting and other processes for division standardization; research standard processes and emerging practices in other work units and jurisdictions for these processes; provide training and technical assistance to the division and partner work units in using division standards and processes.
  • Collaborate with partner work units, divisions, and departments and participate in the negotiation, drafting, execution, monitoring, and enforcement of memoranda of agreement and/or contracts that control investments of the VSHSL; arrange meetings, draft language and best practice protocols based on division best practices.
  • Participate in the development and execution of any VSHSL or division community provider communication, meetings and/or training plans.
  • Perform other related duties as assigned.

Experience, Qualifications, Knowledge, Skills

Successful candidates for this position will have:

  • Professional and/or volunteer experiences that demonstrate commitment to serving veterans, seniors and/or resilient communities in King County.
  • Deep knowledge of equity and social justice principles and practices, and understanding of the effects of place, race and policy and systems-based inequities on marginalized communities and populations. 
  • A combination of at least four years of education and relevant experience in contract management or project coordination in a social service setting.
  • Well-developed communications skills, both written and verbal, for different audiences and communication needs, and the ability to collaborate across diverse partners and community members.
  • Demonstrated verbal communication skills and professional level writing skills.
  • Demonstrated ability to work independently and as a member of a team.
  • Well-developed organizational skills and expert attention to detail.
  • Demonstrated experience in gathering and analyzing data to inform decision-making and in the development of materials, including formal reports, email notices and other notices for professional and community audiences.
  • Recent and successful experience multi-tasking and working in stressful situations including changing deadlines and expectations.
  • A well-developed understanding of equity and social justice principles.
  • Ability to apply a race equity lens to all areas of the work, including methods, analysis, results interpretation and dissemination.
  • A Bachelor's degree and/or an equivalent combination of professional and life experience that enables the ability to learn complex processes quickly, analyze and improve those processes, and then teach others about the processes.
  • A team orientation with a willingness to coach, mentor and support colleagues while being coached, mentored and supported by colleagues.
  • The curiosity to question established practices and the mindset to incorporate new ways of working, thinking, and relating.
  • Demonstrated knowledge of compliance and continuous quality improvement strategies with contractors and partners in a human service setting.
  • Valid Washington State Driver's License or the ability to travel around the county in a timely manner.
DESIRED QUALIFICATIONS 
  • Knowledge of Microsoft 365 and experience in SharePoint, Teams and other collaborative or information-sharing platforms.  
  • Familiarity with, or an ability to learn GovDelivery, ZoomGrants, SiteCore.
  • Demonstrated experience providing technical assistance to non-technical staff. 
  • Previous experience designing and executing RFPs or similar competitive procurement processes in a human services context.
  • Demonstrated knowledge of compliance and continuous quality improvement strategies with contractors and partners in a human service setting.  
  • Familiarity with the principles of results-based accountability or a similar outcomes-oriented planning and performance measurement methodology.
  • Familiarity with King County's network of human services providers and local resources for vulnerable populations.

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.

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 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.
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
03
Do you have a combination of at least four years of education and relevant experience in contract management or project coordination in a social service setting?
  • Yes
  • No
04
Please describe your combination of at least four years of education and relevant experience in contract management or project coordination in a social service setting. List the organization name and dates.
05
Please describe your experience with Microsoft 365, including SharePoint and Teams, and any other collaborative or information-sharing platform. Please share specifics on the functions and projects where you utilized these tools.
06
This position requires a strong project manager with an exceptional eye for detail and ability to manage and align intersecting work streams and teams to reach work plan milestones and deliverables. Please describe a complex project in which you applied project management skills and processes to deliver a successful product or outcome. Please include a summary of the project, the different team roles involved and what role you played in the project's success.
07
King County has transformed its work on equity and social justice from an initiative to an integrated effort that applies the principle of "fair and just" intentionally in all the county does to achieve equitable opportunities for all people and communities. How do you see this Operations Specialist position playing a role in advancing King County's equity and social justice goals?

Required Question