Contracts and Procurement Assistant Contracts Assistant Non-Permanent

Title- Contracts and Procurement Assistant

Classification-Contracts Assistant

Job Status- Full-Time/Non-Permanent

Appointment Length- A period of one (1) year from the date of appointment
WDFW Program- Financial Services Program Contracts & Procurement Office
Duty Station- Olympia Washington Thurston County

Hybrid/Telework- A flexible hybrid schedule may be considered at the discretion of the hiring manager; however the successful candidate must be available to report to the Olympia WA duty station as needed. The selected candidate may be able to telework/work remotely up to two (2) days per week during the probationary/trial service period.

Learn more about being a member of Team WDFW!

Join our Financial Services team and play a key role in improving agency operations and decision-making through data analysis recommendations and commitment to best practices.

As the first point of contact for the agencys customers this is an opportunity to utilize your strong customer service skills while supporting the Contracts and Procurement Office.

In this dynamic role you will provide contract guidance and procurement planning perform professional contract and purchasing administration maintain procurement and contracting documents and complete data entry in various state procurement and contracting systems and WDFWs SharePoint site.

What to Expect-

Among the varied range of responsibilities held within this role the Contracts and Procurement Assistant will

Perform Contracts and Procurement Administration:

• Provide administrative support to their supervisor and coordinate office operations.
• Provide general administrative assistance for the team including scheduling meetings taking minutes and following up on action items.
• Maintain the programs intranet web page ensuring content is accurate and current.
• Respond to questions from agency staff other governmental organizations and private firms regarding contracts and agreements.
• Provide support in the development and implementation of contract management tools and procedures.

Provide Contracts and Procurement Support:

• Serve as the first point of contact for inquiries; respond to or direct inquiries to the appropriate compliance team/personnel.
• Support solicitation processes to include evaluation documentation filing and tracking responses.
• Receive review file and maintain vendor certificates of insurance certifications following up with vendors as needed.

Compliance and Recordkeeping:

• Help maintain and monitor reporting requirements.
• Respond to public disclosure requests as assigned.
• Maintain files ensuring proper storage retention and security.

Working Conditions:

Work Setting including hazards:Work is performed indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments including fluorescent lights and extensive computer use.

Schedule:This position is full-time working 40 hours per week. Standard business hours are Monday Friday 8:00 A.M. to 5:00 P.M. but the incumbent may be expected to adjust the work schedule to meet business needs. A flexible work schedule can be considered at the incumbents request subject to supervisory approval.

Travel Requirements:Some travel may be required and is typically local or regional to meet with field staff or attend/provide training.

Customer Interactions:Interact regularly by phone Teams e-mail and in-person with widely varied customers.

Qualifications:

Required Qualifications:

Option 1:High School Diploma or GED

AND

Three (3) years of professional experience in the development administration or termination of contracts; bookkeeping; and/or accounting.

Option 2: Associates degree with major study in business administration public administration or closely allied field

AND

Two (2) years of professional experience in the development administration or termination of contracts; bookkeeping; and/or accounting.

Option 3: Bachelors degree with major study in business administration public administration or closely allied field

AND

One (1) year of professional experience in the development administration or termination of contracts; bookkeeping; and/or accounting.

Preferred Qualifications:

In addition to the required qualifications our ideal applicant will possess some or all the following:

Knowledge of and skills in applying relevant policies regulations standard methods and procedures related to contracting and procurement development and administration in Washington State.

Ability to effectively communicate and work cooperatively with staff other departments vendors governmental agencies and the general public.

Experience:

Two (2) years of professional experience with contracts including knowledge of:

• Basic contract legal requirements.
• Contracts practices and procedures.
• Contracts principles and applications.
• Contracts terminology.

One (1) year of experience in:

• Procurement of goods and services.
• Purchasing contract and/or agreement processes and methods.
• Filing and records management systems.
• Handling confidential information with discretion.
• Record keeping in written and electronic formats.

Your application should include the following:

• A completed online application showcasing how your qualifications align with the job requirements.
• An up-to-date resume.
• A cover letter detailing your interest in the position your relevant skills and experience and why you are the ideal candidate.
• At least three professional references with current contact information.

In addition to pay and other special employee programs there are otherbenefits that WDFW employees may be eligible for. Click the Benefits tab at the top of this announcement to learn more.

Important Note:
All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents please use the following link: - WFSE:

This position is covered by a collective bargaining agreement between the State of Washington Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed.

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