Contracts Specialist - Contracts Specialist 2 - Permanent - *13859-24 in Olympia

Description

Working Title- Contracts Specialist

Classification- Contracts Specialist 2

Job Status- Full-Time/Permanent

WDFW Program- Financial Services Program – Contracts and Purchasing Division

Duty Station- *Olympia, Washington – Thurston County

Although this is a hybrid opportunity, the successful incumbent must reside within the State of Washington and must be available to report to the duty station located in Olympia, Washington as needed. The selected candidate may be able to telework/work remotely up to 3 days per week at the discretion of the supervisor.

Learn more about being a member of Team WDFW!

Photo Caption – Subalpine – Photo Credit: Ben Collins

This is an opportunity to work with WDFW Habitat Restoration staff to ensure successful administration of grant agreements for the Habitat Strategic Initiative (HSIL) and Chinook Recovery in Whidbey Basin Watersheds programs, including subaward administration and reporting requirements.

With your experience, you will ensure successful administration of the cooperative agreements with the Environmental Protection Agency (EPA) and the National Oceanic and Atmospheric Administration (NOAA) including compliance with the terms, conditions and reporting requirements.

You thrive on building collaboration and teamwork, working with staff to ensure pass-through subawards are selected, negotiated, and implemented adhering to all requirements and that WDFW contract processes are implemented efficiently and effectively.

WHAT TO EXPECT

Among the varied range of responsibilities held within this role, this position will:

Negotiates and Manages Pass-through Grants.

Ensure the execution of EPA and NOAA subawards and contracts including obtaining necessary agreement signatures.
Negotiates with parties (in coordination with the WDFW Grants Manager) to subawards or contracts on terms and conditions establishing reasonable cost levels, equitable fees, and profits to ensure that agreements are mutually understood and effectively drafted.
Liaises effectively with the WDFW Grants Manager to ensure timely resolution of issues and high-quality customer service to subaward subrecipients.
Develops and documents processes to maintain and improve contract workflows.
Supports HSIL subaward managers and WDFW budget analysts in facilitating subaward and contract execution in a manner that aligns with both federal and state regulations and policies including providing technical assistance to subrecipients.

Federal policy guidance, reporting requirements, grant program administration, and federal applications, and cooperative agreement implementation through contracts.

Provides policy guidance and interpretation to WDFW Habitat Restoration staff on state terms and conditions, EPA and NOAA general terms and conditions (especially 2 CFR Part 200), and EPA and NOAA programmatic terms and conditions to ensure WDFW staff and subrecipients adhere to federal requirements and that these programs can provide technical assistance to subrecipients.
In coordination with WDFW Habitat Restoration staff, requests regulation, policy or procedure changes which may include, obtaining special approval from either state authorities, or federal project officers and grant specialists.
Tracks and completes required reporting for subawards in coordination with WDFW Habitat Restoration staff for program and subaward activities to ensure that grant programs comply with all federal requirements.
Provides review of and guidance to WDFW Habitat Restoration staff on grant competition processes and materials to ensure the program executes a fair and efficient selection process.
Supports administrative tasks of subaward and cooperative agreement management which may include development of contract-specific reporting templates.

Negotiates, Creates and Manages Contracts.

Performs journey-level contract administration work with responsibility in the administration of all contract-related functions that are required by law, rule, or regulation.
Negotiating with the proposed parties to any contract, agreement, memorandum of understanding or other legally obligating document on terms and conditions.
Preparing solicitations and coordinating the evaluation of bids and proposals with project managers who request contracted services within the scope of his/her program area.
Obtaining all necessary signatures of parties to contractual documents and ensuring the contracts management system has all details before requesting final WDFW signature approval.
Ensuring that all negotiated contracts and agreements for WDFW comply with State of Washington contract and legal requirements, applicable federal regulations, any special program requirements, and all state purchasing and accounting regulations.

Procurements and Sole Source Contract Filings.

Conducts any required procurements for HSIL and Chinook Recovery in Whidbey Basin Watersheds grant programs and performs analysis of proposals for responsiveness and cost factors.
Utilizes the state’s procurement announcement system (WEBS) to publish bidder opportunities.
Coordinates procurement evaluations with program staff.
Publishes procurement results and coordinates vendor debriefings.

Contracts Management System.

Advises WDFW Habitat Restoration staff on using WDFW’s contracts management system to request contracts, monitor status, maintain accountability of assigned contracts, and request timely amendments or successor contracts.

Public Disclosure.

Responds to public disclosure requests as assigned by the Contracts and Purchasing Manager according to agency procedures.

Working Conditions:

Schedule: 8-5 M-F; flexible time schedules allowable based on office needs.

Travel requirements: Occasional and infrequent travel.

Customer Interactions: Regular interaction by phone, e-mail, and in person with widely varied stakeholders.

QUALIFICATIONS:

Required Qualifications:

A bachelor’s degree involving major study in public administration, business administration, business law, commerce, economics, mathematics, statistics, or closely allied field.

And

Two (2) years of experience in negotiating, administering, or terminating government contracts; federal grants and contracts management; contract property acquisition and management; contract cost or price analyses; or contract compliance administration.

Please note: Closely related qualifying experience may be substituted for the required education on a year-by-year basis. A law degree from an accredited college or university approved by the Washington State Bar Association may be substituted for the required experience.

Knowledge, skills, and abilities:

Knowledge of state and federal regulations (especially Code of Federal Regulations (CFR) 200), policies and procedures for preparation of contracts, agreements, etc.; business and professional services, practices and trends, sources of supply and cost factors, contract terminology and development.

Ability to execute contracts through negotiations with representatives of business, the professions, and institutions, to agree on terms of contracts; assure compliance with terms of contracts, agreement, etc., and obtain timely delivery of goods or services at the most reasonable prices; coordinate contract negotiation work with efforts of other units in need of services if applicable; advise department offices and sections on contract terms and conditions.

Demonstrated organization and time management skills to assess timelines, prioritize time sensitive contracts/projects, and to meet restrictive/pressing deadlines.

Your application should include the following:

A completed online application.
An up-to-date resume (chronological preferred) showcasing how your qualifications align with the job requirements.
A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
At least three (3) professional references with current contact information.

SUPPLEMENTAL INFORMATION:

In addition to pay and other special employee programs, there are other benefits 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: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Union - 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.

Veteran and Military Spouse Preference Notice:

Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:

Notify us of your veteran or military spouse status by email at Cheri.Potter@dfw.wa.gov.
Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22, or USDVA signed verification of service letter.
- Please redact any PII (personally identifiable information) data such as social security numbers.
Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 – Biologist 1 – Veteran)
Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer

As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.

The Department of Fish and Wildlife is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.

Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.

Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.

Other questions: If you have other questions regarding this position, please reach out to Cheri.Potter@dfw.wa.gov and reference job #2024-13859.

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Contracts Specialist - Contracts Specialist 2 - Permanent - *13859-24

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