Contract Specialist - IT

The Information Technology (IT) department is looking for someone with contract management experience to join their team. In this position, you will be instrumental in reviewing, coordinating, and tracking various contracts in all functional areas of IT. Excellent communication skills, attention to detail, and organizational skills are a must. Intermediate/Advanced Excel skills are also required.

This is a full-time position that is represented by the AFSCME union. An unranked eligibility list may be established at the conclusion of the selection process that would then be in effect for up to 12 months.

Those applicants who demonstrate that they meet the minimum qualifications will be invited to participate in a phone screen interview. Results from the phone screen process will be used in conjunction with application materials to determine who will be invited to the computer assessment and interview processes.

**Note: you must attach your cover letter and resume to your application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application; you must attach documents in the appropriate section of the application. Incomplete applications will not be considered for this position.

This position is open until filled with a first review date of March 1.

SALARY:

$5,631.00- 6,863.00 per month, depending on qualifications

For a listing of benefits, please use the following link: Employee Benefits | City of Kent (kentwa.gov)

Additional information may also be found in the AFSCME contract, which you can access at Human Resources | City of Kent (kentwa.gov)

GENERAL PURPOSE:

Under the direction of the Administrative Services Supervisor, the incumbent is responsible for performing a variety of clerical and administrative duties that are often complex, often with short deadlines, and involve preparation and maintenance of contracts work for the Information Technology Department.

Work is characterized by duties requiring knowledge of contracts and City-approved contract language; work with the Administrative Services Supervisor, the City attorney’s office and the City Clerk’s office on contractual requirements; track contracts for reporting purposes; review and monitor funding expenditures; prepare and maintain records; assist with training staff on understanding contracts as directed; as well as assist with special projects requiring detailed research, analysis and reports. The incumbent is expected to use good judgment and tact while completing a large volume of work with accuracy and speed. 

Work is performed under limited supervision. Supervisor sets the overall objectives and resources available. Incumbent and supervisor work together to develop the deadlines, projects, and work to be completed. Incumbent is responsible for the work, plans and carries out the assignment, resolves most conflicts that arise, coordinates work with others, and interprets policies on own initiative in terms of established objectives. Incumbent keeps supervisor informed of progress, potentially controversial matters, or far reaching implications. Work is reviewed in terms of feasibility, compatibility with other work, or effectiveness of results.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Gather information, type and proof all Information Technology Department contracts to ensure that contract language regarding insurance, indemnification and other administrative matters are consistent with City requirements and comply with Federal, State and City laws and policies.

Coordinate contract administration specifications with Administrative Services Supervisor and verify accuracy and consistency of documents before they are sent out.

Track and document contracts and specifications in order to report progress on each contract to the Administrative Services Supervisor.

Review funding expenditures and invoices for accuracy based on contract specifications, monitor cost portion of consultant contracts and report overages and/or deviations to the Administrative Services Supervisor responsible for that contract.

Assist in keeping the IT-Law City space, SharePoint web page up to date.

Prepare and maintain accurate and accessible computerized copy filing systems.

Actively support the vision, mission, values and goals of the department and the City.

PERIPHERAL DUTIES:

Perform other duties as assigned.

SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:

HAVE THE KNOWLEDGE OF:

• Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances

• Detailed record-keeping techniques

• Organization, policies and objectives of assigned department or area

• Contract language and use within the City

• Project tracking, contract coordination and record keeping techniques

• Correct English use, grammar, spelling, punctuation and vocabulary as it pertains to the job

• Applicable laws, codes, regulations and procedures

BE SKILLED IN:

• Accurately organizing, proofing and completing complex documents

• Modern office practices, procedures and equipment including personal computers and related software such as Word, Excel spreadsheet programs and web-based management systems

• Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries

• Demonstrating effective interpersonal skills using tact, patience and courtesy

• Use of personal computer and software such as Word, Excel, Outlook and MS Teams and Sharepoint

• Organizing large amounts of data into organized tracking mechanisms

HAVE THE ABILITY TO:

• Perform administrative and clerical duties in support of the Information Technology department

• Organize and prioritize work assignments to meet schedules and timelines

• Read and comprehend simple instructions, correspondence, memoranda, policy and procedure manuals, etc.

• Write correspondence and routine reports; proofread and edit as needed

• Add, subtract, multiply and divide quickly and accurately

• Understand and follow oral and written directions

• Maintain accurate records and files

• Communicate effectively orally and in writing

• Respond to staff and the public with courtesy and tact

• Complete work in an accurate, timely manner despite constant interruptions

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:

Education:  

High school diploma supplemented by business classes; and

Experience: 

Two years of senior level office experience including contract coordination, project tracking.

LICENSES AND OTHER REQUIREMENTS:

• Previous contract coordination and project tracking experience in a municipal setting preferred.

MACHINES, TOOLS AND EQUIPMENT USED:

Typical business office machinery and equipment including, but not limited to, personal computers, printers, scanners, telephones, fax machines, copiers and mobile devices.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use arms, hands and fingers to reach, handle, feel, or operate objects, materials, tools, equipment or controls. Frequently required to sit, stand, walk, hear and talk normally with or without mechanical assistance. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

WORKING CONDITIONS:

This position is approved for a hybrid work arrangement with a minimum of three days in the office. If/when working in an office setting, may be exposed to moderate noise level, prone to interruptions substantiated by walk-in employees. The employee may be contacted by disgruntled or hostile employees, walk-ins, or employees requiring sensitivity and conflict-management skills.