Contracts Specialist

City of Seattle; Seattle (WA); Hybrid; USD 55,000 - 64,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

The City of Seattle’s Office of Housing is seeking a Contracts Specialist to review and process grantee invoices, prepare and execute contracts and agreements, and oversee compliance with program policies.

This civil-service, Grants & Contracts Specialist role offers a hybrid schedule and a pay range with overtime eligibility. You will work with Finance, CCMS, and City Clerk to maintain accurate contract records and supporting documentation.

Qualifications

• 1 year of professional experience in contract administration or related field.
• Bachelor’s Degree in Business or Public Administration or related field.
• Experience with contract development, invoicing, and compliance.

Responsibilities

• Maintain tracking systems for contract status and files.
• Process invoices and monitor program performance.
• Develop, prepare, and negotiate subcontractor, agency, and consultant agreements.
• File contracts with City Clerk and coordinate with Finance on transactions.
• Transition data into the Citywide Contract Management System (CCMS).

Skills

Organizational skills

Attention to detail

Communication

Microsoft Office

Contract management

Customer service

Education

Bachelor’s Degree in Business or Public Administration

Associate Degree in Business or Public Administration

Tools

Adobe Sign

CCMS

PeopleSoft

Adobe

Job description

Seattle’s Office of Housing (OH) works to build strong, healthy communities and increase opportunities for all people to live in a community of their choice, in a home they can afford. OH invests in the production and preservation of affordable homes for people with low incomes, including individuals and families who are exiting homelessness. The Office also assists low-income homeowners with home repair loans and weatherization grants, enabling them to safely remain in their homes and neighborhoods.

The Office of Housing has seen a rapid expansion of contract management work across all units of the department. We are looking for a Contracts Specialist who will review and process grantee invoices, prepare and execute contracts and agreements, process contractor invoices, and oversee compliance with program policies and procedures.

In this role, you will be:

Implementing contract management processes, procedures, and monitoring for multiple programs under the control of the Office of Housing (OH):

1. Maintaining tracking systems for status and progress of contracted services and contractor files
2. Monitoring agency performance by processing invoices, completing program assessments, and regular desk monitoring activities
3. Reviewing submitted reports
4. Conducting site visits
5. Developing, preparing, and negotiating subcontractor, agency, and consultant agreements and amendments, including program goals, objectives, performance standards, reporting requirements, and budgets
6. Transitioning data into the Citywide Contract Management System

Supporting quality control on contract processes and procedures

• Identifying the proper City templates
• Implementing established contract development processes
• Identifying the required steps and supporting documentation necessary to process invoices
• Completing the necessary data entry into the Citywide Contract Management System database
• Filing new contracts with the City Clerk
• Coordinating with the Finance team on contract-related transactions in PeopleSoft
• Maintaining project files
• Developing standard operating procedures

Your top three priorities will be:

1. Reviewing and processing grantee invoices
2. Preparing and executing contracts and agreements
3. Overseeing compliance with program policies and procedures

You will be most successful in this role if you possess a combination of the following:

An ability to:

• Be organized and detail-oriented and able to ensure quality control and consistency across many documents
• Work quickly and accurately on many contracts and other items simultaneously; set and meet deadlines
• Acquire a thorough understanding of the City’s contracting rules and procedures
• Communicate clearly, both orally and in writing with diverse audiences, and contribute to the City’s goal of achieving racial equity
• and social justice
• Commit to listening, create space for diverse perspectives, and pursue inclusive and just outcomes
• Respect people’s lived experience and reflect a deep understanding of race, social justice, and equity in your interactions and work
• Recognize how institutional racism and government has contributed to inequality and the wealth gap between white people and
• Black, Indigenous, and people of color (BIPOC).

Skills in:

• Strong attention to detail
• Communicating information to others in a way that they understand it
• Working collaboratively with a variety of people (individually or in teams)
• Being an active, positive, and contributing member on multiple teams
• Microsoft Office Suite
• Contract management
• Customer service

Experience with:

• Producing accurate, clear, and understandable documents
• Processing invoices; developing, executing, monitoring, and closing contracts
• Multi-tasking and prioritizing work in order to meet your and other people’s deadlines
• Building positive working relationships based on trust and mutual respect
• Extensively using Adobe and Adobe Sign to develop documents and route them for signatures
• Learning new data systems (or existing knowledge of CCMS)
• Providing frequent updates to internal and external partners

In addition to the qualities mentioned above, you will need to possess the below required qualifications (or a combination of education, training or experience which provides an equivalent background required to perform the work of the class):

• One year of professional experience in contract administration, budget management, planning, human services administration, or a related field
• A Bachelor’s Degree in Business or Public Administration, a Human Services field, or other related field

• Two years of professional experience in contract administration, budget management, planning, human services administration, or a related field
• An Associate Degree in Business or Public Administration, a Human Services field, or other related field

• Three years of professional experience in contract administration, budget management, planning, human services administration, or a related field

This civil-service position is eligible for overtime and is classified as a Grants & Contracts Specialist.

Compensation

The full pay range for this step-progression position is $39.94 - $46.43 per hour. New employees begin at Step 1 of the pay progression, which is $39.94 hourly. Current City employees’ starting rate of pay will be based on Personnel Rules regarding promotions.

Benefits

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 City’s website at: https://www.seattle.gov/human-resources/benefits. Please select an option under the "Most Employee Benefits" heading.

Working Schedule

This position offers the flexibility of a hybrid work schedule. Employees are expected to be in-office 3 days per week. Individual schedules will be based on agreement between the employee and their supervisor and are subject to change.

Hiring Timeline

First-round interviews for this position are tentatively scheduled for January 4-8, 2027. Second-round interviews are tentatively scheduled for January 11-15, 2027.

Accommodations

Reasonable accommodations are available during all phases of the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact Sandra Wong at [e-mail] to request accommodation.

Background Check

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

Why work at the City?

At the City of Seattle, public service is more than a job; it’s a chance to shape the future and make a meaningful difference in the lives of everyone who works, lives, or plays in our city. With 12,000 employees across 40+ departments and 1,100 job titles, we are united by a common purpose: to create a Seattle that is vibrant and welcoming for all. Whatever your role, you’ll help power a forward-looking city that leads by example - inclusive, innovative, equitable, and community-focused - while joining a diverse team committed to solving challenges and making a lasting impact together. Join us in building a Seattle where everyone thrives!

This position is open to all applicants who 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 City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences.