Contract Specialist 3

The Office of the Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration, and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.

Senior Contract Specialist, Contract Specialist 3
Full-time, Permanent

This position serves as the senior contracts specialist for the Operations Division and other Office divisions. Under the direction of the Contracts Administrator, this position serves as the Assistant Contracts Administrator and has agency-wide responsibility for contracting and procurement. This position independently negotiates and prepares complex contracts and makes independent decisions in carrying out activities related to the procurement of goods and services for the Agency. Additionally, it supervises contract specialists and procurement supply specialists, ensuring all contracting processes comply with applicable state and federal laws, policies, and procedures.

Duties
Contract Oversight.
Tasks include:

Serves as senior contracts administrator; prevents and resolves procurement-related problems, including invoicing and performance issues, disputes, protests, appeals, etc.; advises and collaborates with executive management, division directors, contract managers, budget and fiscal staff.
Works with vendors to resolve disputes or other issues that arise during the contracting process; acts as liaison between vendors and division staff; Advises staff on contracting procedures and requirements.
Acts as subject matter expert on public works and prevailing wage matters and determines which contracts require application of public works regulations.
Determines when a procurement requires a contract or can utilize a purchase order.
Negotiates high-profile, high-cost, and high-complexity contracts with government and non-governmental entities.
Assists in the preparation and submittal of required reports to Department of Enterprise Services (DES), Office of Financial Management (OFM), Washington Technology Services (WaTech), and Office of Minority & Women’s Business Enterprises (OMWBE), and others.
Prepares and reviews agreements to ensure they are processed in accordance with office and DES policies and procedures, applicable state and federal laws and regulations, and other requirements
Provides expertise for new and existing contracts, solicitations, terminations, and other procurement vehicles.
Communicates with stakeholders and parties outside of the office and represents the Office with vendors, governmental organizations, and other external entities.
Ensures contracts and funding are entered into the Enterprise Contracts Management System (ECMS), and acts as resource for fiscal staff to verify funds are being used appropriately.
Coordinates regularly with contract, purchasing and other staff on procurement issues.
Coordinates acquisition of stakeholder input for DES procurement surveys.

Procurement development and solicitation.
Tasks include:

Provides analysis related to the solicitation and preparation of Office procurements.
Drafts precise and comprehensive Request for Proposals (RFP) and other procurement documents.
Coordinates and manages the evaluation and selection of vendors, through coordination with Office staff.
Independently drafts and amends all manner of agreements for the Office.
Initiates the termination or modification of contracts when appropriate to prevent conflicts and reduce Office risk.
Reviews proposed terms and conditions for contracts and purchases.
Uses independent judgment to make decisions about appropriate content for procurement documents.
Ensures contract language is clear and concise, business outcomes and deliverables are specified, and all required terms and conditions have been incorporated.
Coordinates all manner of intra-solicitation activities (pre-proposal conferences, evaluations, oral interviews, debriefings, protests, etc.), contract and purchasing negotiation activities for the Office.
Resolves vendor claims pertaining to solicitations.
Works closely with DES and facility manager to review, negotiate, and track real property leases, occupancy agreements, building maintenance and operating agreements, and other facilities and grounds agreements.

Miscellaneous
Tasks include:

Attends interagency procurement work-group meetings, small business conferences, Attorney General’s Office Contracts Law Forum meetings, and Washington Association of Contract Specialists (WACS) meetings.
Participates in development and updating of OSOS procurement-related processes, forms templates and guides.
Provides back-up for other contract specialists, purchasing officers and the performance of other procurement-related functions, including maintenance of OSOS forecasting, interlocal and current procurement webpages, and ECMS administration.

Qualifications
REQUIRED QUALIFICATIONS

Three years of experience in negotiating, administering or terminating government contracts, contract property management, contract cost or price analyses, and contract compliance administration.
Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.

PREFERRED/DESIRED QUALIFICATIONS
Law degree.

Certification in Washington State Contracts and Procurement and Purchasing training.
Demonstrated knowledge of contract law and principles of negotiations.
Demonstrated ability to draft effective contract provisions and write policies and procedures.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.
Supplemental Information

WORKING CONDITIONS
The incumbent will work primarily in an office environment with standard office equipment. This position requires sitting at a computer for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. Occasional local and statewide travel to meetings and training may be required. The incumbent will interact and communicate with a variety of customers and maintain confidentiality of personal and business information. Ability to move and maneuver objects weighing up to 40 pounds with or without reasonable accommodation. Ability to work collaboratively and provide leadership in resolving issues, ability to communicate, both verbally and in writing in a concise and clear manner that allows clients to understand and follow direction given, and the ability to manage diverse workload and meet required deadlines in a fast-paced environment. The incumbent must represent the Office of the Secretary of State in a competent, confident, and professional manner including professional dress.

How to Apply:

To be considered for this position you must attach the following:
Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
Current Resume
Three Professional references. Personal references will not be considered.
You must complete the supplemental questions at the end of this application. Incomplete responses such as “see resume” will not be considered.
All veterans must include a copy of your DD214 to receive preference in the hiring process. You must redact your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, gender identity, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-5211.