Job Description:

Contract Coordinator

Salary $65,669.04 - $79,749.96 Annually Location Everett, WA Job Type Full-Time Job Number 2024-02175 Department Human Services Division Human Services Administration Opening Date 10/22/2024 Closing Date 11/6/2024 11:59 PM Pacific  

Description

Join our Snohomish County Human Services Administration Family!

Description Purpose:

Snohomish County Human Services is hiring a qualified individual to join the Administrative Services Division in the Contracts Unit. The Contracts Unit is responsible for the coordination and processing of nearly 1000 contracts annually.  

 About you:

You are a highly organized individual with strong attention to detail. You enjoy processes and procedures and are self-directed. You can multi-task, accommodate frequent interruptions and prioritize competing deadlines. You enjoy working as part of a team in a fast-paced environment with many competing priorities and developing working relationships with others within the County as well as external clients. 

 Position Purpose:

Coordinates and processes items as part of the contract approval process. This position coordinates and processes required documents with agencies, vendors, and subcontractors. The process includes proofing/revising contracts and documents related to the contracting process; verifies documents for required information and appropriate signatures; and provides quality control to ensure documents are accurate and complete. This position will also assist with public records requests, as well as answering the main Human Services phone line. This is an in office only position. The schedule is Monday-Friday 8:00 a.m. to 5:00 p.m.

To be considered:

Applicants must electronically submit an application through Snohomish County’s NeoGov site by 11:59 p.m. on the closing date. A resume and cover letter are required.  When your application is complete, verify the information and make sure there is nothing missing. Be sure to verify your education and/or experience comply with the minimum requirements section of this posting. Click on APPLY & SUBMIT and then click on CHECK APPLICATION STATUS. If you have problems with your application, please contact NeoGov Application Support at 855-524-5627.

Salary Specifics:

This is a non-exempt classified position, Pay Grade 237 with a five-step salary structure. Starting salary is step one at $5,472.42 per month/$65,669.04 annually. 

About Human Services:  

The Human Services Department mission is to help all persons meet their basic needs and develop their potential by providing timely, effective human services and building community. The Human Services Department consists of approximately 300 diverse, friendly, and dedicated employees who receive outstanding benefits and competitive wages. Employees are appreciated and have the opportunity to make a real difference in our community. Snohomish County is thriving and is a great place to live, work, play, and raise a family. We strive to not only provide a meaningful job, but a life-long career with Snohomish County Government.

Job Offers are contingent on successful completion of reference and background checks. Snohomish County will not sponsor or take over sponsorship of an employment visa for this opportunity. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States.  

Snohomish County Human Services strives to be an equitable and trauma-informed department. Our department believes every interaction, procedure, and policy provides an opportunity to build a pathway toward a more resilient and restorative Snohomish County.

BASIC FUNCTION

To perform contract coordination and administration within the Human Services Department.  Ensures that contractors, vendors and consultants are in compliance with federal, state and local laws and regulations, county code requirements and contractor insurance documentation.

 

Job Duties

 

 STATEMENT OF ESSENTIAL JOB DUTIES 

1. Responsible for the coordination and processing of agreements with agencies, vendors and subcontracts including:  department basic terms and condition agreement; downline contracts; vendor agreements; professional services contracts;  training services contracts; Interlocal and interdepartmental agreements; memoranda of understanding and agreements; and other contracts/agreements as needed. 
2. Coordinates with County Risk Management department, department contractors and/or insurance companies/agencies to ensure insurance requirements are fulfilled; assists in the development of new and revised risk management policies and procedures with the County Risk Management department and the Prosecuting Attorney's Office. 
3. Monitors the vendor and sub-recipient insurance process; requests, reviews and tracks agency and insurance documentation for contract compliance requirements. 
4. Communicates with vendors and subcontractors for required documentation; coordinates with fiscal and program staff as needed. 
5. Assists in researching legislation, state and federal laws and county code to confirm specific requirements and cite basis information applicable to departmental contracts; secures interpretations, and implements changes; communicates and assist with training of departmental staff. 
6. Assists in:  coordinating grants and contracts and making applications for such; board appointments, budget transfers, FTE increases; in reviewing and preparing departmental action packages requiring Executive/Council approval for required information and accuracy; prepares necessary documents; monitors the process throughout the Executive/Council approval process; provides assistance to department employees as to county code, and ensures proper formatting guidelines and authorization requirements are met. 
7. Advises appropriate staff members of potential problems and procedures requiring change. 
8. Assists with review and proofing of all contracts and documents related to the contracting process.  
9. Creates and maintains electronic and hard copy files; tracks contracting process; prepares correspondence; verifies documents for required information and appropriate signatures; and secures approvals on agreements. 
10. Develops and maintains computerized data management system for departmental contract information utilizing available hardware and software; develops and provides reports as needed for division managers, department director and Executive's Office. 
11. Maintains and preserves electronic and hard copy records according to state and county laws and requirements. 

STATEMENT OF OTHER JOB DUTIES 

1. May serve as a liaison with the Executive's Office, Council, Department of Finance and Risk Management during the review and approval process. 
2. Assist contract coordinator as necessary on contract-and project-related responsibilities and resolution of contract administration matters. 
3. Develops and maintains contract manuals as needed. 
4. Performs related duties as required.

 

Minimum Qualifications

A bachelor's degree in business or public administration, PLUS, one (1) year of experience in human services programs, contract preparation and processing, or in a closely related field; OR, any equivalent combination of training and/or experience that provides the required knowledge and abilities.  Must pass job related tests.

Additional Information

 

KNOWLEDGE AND ABILITIES
 
Knowledge of:

• county code pertaining to human services contract administration
• state and federal laws, regulations and guidelines pertaining to human services contract administration
• relevant policies, regulations, methods and procedures with regard to contracting and contract processing
• insurance requirements pertaining to human services contracts
• proofreading techniques
• correct grammar, spelling and English usage 
• software applications including MS Word, Outlook, Access and Excel
• records archival requirements and processes 

Ability to:

• communicate effectively, both verbally and in writing with other employees, departments, outside agencies, vendors and the general public
• establish and maintain effective working relationships with department staff, county staff, contractors, insurance companies/agencies and governmental agencies
• perform contract administration duties in support of department contracts
• research, interpret and apply relevant county code, federal, state and local laws, rules, regulations and guidelines within area of assignment
• organize and maintain information to assure all material records are accurate
• manage multiple assignments and projects to meet deadlines
• work independently with minimal supervision; prioritize and organize workload
• exercise initiative and judgment and make decisions within the scope of assigned responsibility
• prepare and maintain a variety of correspondence, reports and files
• operate personal computer, scanning and image converter equipment, and job-related software applications 

SUPERVISION

The employee is supervised by the administrative division manager and receives directives from program supervisors, division managers and the Director of Human Services as appropriate.  Work is performed with considerable independence and is reviewed through status reports, meetings and evaluation of results obtained.
 
WORKING CONDITIONS

Work is performed in an office environment.   Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice
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