Contracts Specialist

State of Washington; Tumwater (WA); On-site; USD 70,000 - 95,000; Full time

Job summary

State of Washington's Office of Secretary of State is seeking a Contract Specialist in the Operations Division to oversee contracting activities, ensure compliance with federal and state laws, and manage procurement from solicitations to closeout.

The role emphasizes collaboration with program staff, legal counsel, and vendors; the incumbent will prepare solicitations, negotiate terms, document processes, and maintain records while supporting responsible and transparent government procurement.

Qualifications

• Three years of experience negotiating, administering or terminating government contracts.
• Ability to efficiently use a computer and standard office software.

Responsibilities

• Analyses and applies procurement rules to determine contracting options.
• Prepare competitive solicitations and manage the solicitation process.
• Draft contracts and amendments for compliance with laws and policies.
• Coordinate with program staff and AG's office on contract terms.

Skills

Government contracting

Contract negotiation

Legal/compliance awareness

Education

Bachelor's degree in public administration, business administration, or closely related field

Job description

The Office of 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.

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.

Contract Specialist

Full-Time, Permanent

This is a professional level position that reports to the Budget and Procurement Manager and is responsible for conducting and administering contract activities in the office. The incumbent ensures that applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures are followed in competitive solicitations, sole source filings, and the negotiation and preparation of complex contracts, grants, leases and other transactional documents and instruments to provide or obtain services and/or goods.

Contract analysis and execution

Tasks include:

• Analyzes and applies applicable procurement rules to specific situations to determine customer options for contracting and procurement; consults with appropriate program staff to determine best available option for customer.
• Prepares competitive solicitations for goods and/or services in coordination with appropriate program staff.
• Manages the competitive solicitation process, including finalizing and posting solicitation documents, arranging and conducting meetings with contractors and vendors, maintaining files of solicitations for audit, coordinating contractor/vendor evaluations with program staff, announcing apparent successful bidders, administering contractor/vendor complaint and protest proceedings, and contracting with successful bidders.
• Analyzes and drafts basic and complex contracts and amendments for compliance with applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures, to minimize risk and meet customer objectives.
• Conducts due diligence searches on contractors and vendors and documents results in files on Contracts drive.
• Consults and collaborates with program staff and attorney general's office as appropriate regarding contract terms, language, and legal matters.
• Negotiates with contractors, vendors, and other counterparties on transaction terms.
• Uses clear, concise language in drafting contracts and amendments; maintains a list of authorized signatories.
• Ensures that all contracts and amendments are properly executed by all necessary parties, are notarized and recorded (as appropriate), and that all necessary steps are taken to finalize the transactions for the office, including that appropriate documentation of insurance coverage is obtained, that the contracts are filed and entered into appropriate electronic databases, and that copies are distributed to the appropriate parties.
• Follows established conventions for naming, organizing and storing electronic files, folders and documents on Contracts drive.
• Collaborates with contract managers and program representatives to ensure that all contractual terms and conditions are met by contractors and the office; coordinates termination of contracts and other transaction documents.
• Works with contract managers and attorney general's office as appropriate to assess and resolve contractor claims and disputes.
• Completes contract closeout process and documents all necessary processes.
• Attends trainings and seminars with partner agencies.

Consults with program staff

Tasks include:

• Serves as subject matter expert for contracting for goods and services for the office.
• Builds collaborative relationships with division staff to facilitate proper adherence to required regulations.
• Conducts periodic visits to program staff facilities.
• Provides periodic training on emergent topics to program staff.

Miscellaneous

Tasks include:

• Develops and maintains systems and procedures to enhance efficiency.
• Develops and maintains contract, grant, lease, and other transaction templates.
• Develops and maintains a library of pre-approved contract language.
• Attends staff meetings and provides training refreshers to contract managers and division leadership.
• Participates in the preparation and drafting of office policies and procedures.
• Organizes and maintains electronic files on Contracts Drive and in Contracts lnbox; manages and removes electronic files in accordance with applicable record retention requirements.
• Participates in work group sessions to develop/update/incorporate procurement-related forms, templates, and processes.
• Updates and administers Forecasted Needs Report webpage on the OSOS public website.
• Serves as backup to administrators of other OSOS webpages (Current Procurements, Interlocal Agreements) on the OSOS public website.
• Coordinates with purchasing officers to conduct reviews of terms and conditions on prospective purchases of goods and/or services.

Required Qualifications

• Three years of experience in negotiating, administering or terminating government contracts, contract property management, contract cost or price analyses, or 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

• Bachelor's degree in public administration, business administration, business law, commerce, economics, mathematics, statistics or closely related field; Additional qualifying experience may be substituted, year for year, for the required education.
• Certification in Washington State Contracts and Procurement and Purchasing training.
• Demonstrated knowledge of contract law, and principles of negotiations.
• Demonstrated ability to 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.

Working Conditions

Work is performed in standard office environment, sitting at a computer for long periods of time. The standard business hours are Monday - Friday from 8am -5pm. Position communicates information both verbally and written with both internal and external customers. Occasional local travel to other office locations. Ability to represent the Office of the Secretary of State in a competent, confident, and professional manner. The incumbent must be able to maintain the highest level of confidentiality at all times. Ability to occasionally move and maneuver objects weighing up to 40 pounds with or without reasonable accommodation.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should email [e-mail].