Contracts Specialist (Project Funding & Agreements Coordinator)
Contracts Specialist (Project Funding & Agreements Coordinator)
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Job Description
Position Description
Join us in shaping Seattles streets!
At the Seattle Department of Transportation (SDOT) we dont just move peoplewe connect communities build safer streets and create a more sustainable city.
With a bold vision for the future were tackling big challenges: making travel safer cutting carbon emissions and ensuring reliable affordable transportation for everyoneno matter who they are or where they live.
Seattle is growing fast and were growing with it. Thanks to a historic voter-approved $1.55 billion investment in transportation in 2024 were building sidewalks fixing bridges and improving transit connections to keep our city moving.
Were a team of problem solvers planners engineers communicators and field crewsbringing purpose-driven work to life. Now we need passionate innovative talent like you. Lets build a Seattle that works for everyonetogether!
SDOTs Contracts & Procurement group is a small lively and collaborative team that helps SDOT secure the consultant contracts needed to deliver large and important projects such as bike lanes sidewalks and bridges for the City. This position is responsible for intaking all consultant invoices logging and reviewing those invoices for compliance with contract terms and distributing them to project managers for detailed project review and approval to pay. Additionally as a Contracts Specialist youll play a critical role in keeping Seattles transportation projects moving by managing the lifecycle of consultant contracts selection processes through to contract execution.
We anticipate hiring one specialist from this job our recruitment we seek to hire passionate customer service-minded knowledgeable and innovative talent like you!
Please note that while the position falls under the Finance Division this position is specifically a consultantcontracting rolenot a Buyer role.
Job Responsibilities
In this role you will:
- Work with staff and SDOT project managers to write edit and execute consultant contracts amendments and work authorization assignments.
- Manage the dedicated invoice inbox (CCAP) and respond to inquiries.
- Review invoices for compliance with consultant contract terms and policy; research and resolve issues; ensure Federal State and local regulatory requirements are followed. Log invoices enter information across systems and distribute invoices to project managers for detailed review and approval to pay. Keep track of items in the approval pipeline for adherence to City of Seattles prompt pay initiative for payment within 30 days
- Learn and follow the processes for management of the contract groups email inbox for assignments questions tracking logs and follow up communications as a backup to others.
- Work with staff and consultants to administer and process consultant annual rate and staff adjustments to existing contracts. Develop and implement staff and rate adjustment worksheets as a backup to others.
- Learn and understand consultant service pricing and serve as a subject matter expert in SDOTs allowable costs.
- As a junior consultant contract subject matter expert understand the Citys contracting thresholds discuss contracting options and provide expert guidance and customer service to project managers throughout the contracting process.
- Understand government records retention requirements and archival processes and support requests for information as requested.
- Maintain familiarity with existing guidelines checklists ordinances and department policies and procedures related to consultant contracting.
- Train and advise staff and consultants on policies and best practices including federal state and city contracting requirements. Research laws regulations and policies as applicable.
- Learn and use data platforms and maintain contract files in systems like the Citywide Contract Management System (CCMS) Masterworks SDOTs contract database (CCDB) the Citys financial system (PeopleSoft 9.2) Laserfiche the Citys procurement platform OpenGov and other internal systems.
- Support diversity initiatives by promoting the Citys Women- and Minority-Owned Business Enterprise (WMBE) and Federal Disadvantaged Business Enterprise (DBE) programs.
- Contribute to ongoing improvements to our contract-related policies procedures templates and training materials.
While this position helps to review invoices this is not an accounting position. Knowledge of contracts and city state and federal regulations review for compliance is essential to success in the position.
Qualifications
Minimum Qualifications:
Education:- Bachelors degree in business public administration finance economics English or a similar field.
Experience:
- Two (2) or more years of professional experience in areas like contract administration grant administration inter-agency agreements or related work.
OR:An equivalent combination of education and experience that demonstrates the ability to perform the position duties.
Desired Qualifications:
- Prior experience with public sector contracts and following rules set by government agencies.
- Ability to handle several contracts invoices and tasks at the same time without missing important details.
- Ability to explain processes and ideas in plain language whether youre writing or speaking and have excellent oral and written communication skills.
- You consider yourself a customer service provider and enjoy helping others navigate processes unknown to them
- You enjoy having your own specific workload while also working collaboratively within a team on larger process improvement work.
- You bring strategies to stay organized meet deadlines and have excellent attention to detail.
- Tou effectively use tools like Microsoft Word Excel SharePoint and Adobe Sign to get your work done.
- You can work effectively with a diverse customer base in a multi-cultural workplace.
Other Requirements:
Work Environment:Work is performed in an office environment and partially at home. Per direction from the Mayors Office City of Seattle employees currently report to office 3 days per week. Our office is in SDOT space at 800 Fifth Avenue next to the Seattle Municipal Tower in downtown Seattle. The rest of your work can be done remotely from home. Youll need to:
- Adapt to a flexible schedule based on the departments needs and direction from the Mayors Office and SDOT leadership.
- Be comfortable navigating a fast-paced workplace while managing competing priorities.
Additional Information
Your application will not be reviewed if these items are missing or incomplete.
Hiring Process
Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered:- Completed NEOGOV online application.
- Supplemental questionnaire responses
- Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
- Current rsum indicating relevant experience and education.
Offers of employment are contingent on verification of information provided by the applicant as part of the application process including a potential background check.
Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.The Citys full salary range for this position is $45.74 $53.27 hourly.
For more information regarding this recruitment please contact: Ryan Jonesat .
The City of Seattle offers a comprehensive benefits package including vacation holiday and sick leave as well as medical dental vision life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the Citys website at: May Apply:This position is open to all candidates that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race color creed national origin ancestry sex marital status disability religious or political affiliation age sexual orientation or gender identity. The Department encourages people of all backgrounds to apply including people of color immigrants refugees women LGBTQ people people with disabilities veterans and those with diverse life experiences.
Accommodations for people with disabilities are provided on request.
The City is a Drug Free Workplace.
Required Experience:
IC
Employment Type
Full-Time
