Contracts Administrative Specialist - BU

$74,651 - $83,824/Yr

City of Seattle - Seattle, WA

Full-time - Entry Level

Hybrid - Seattle, WA

Executive, Legislative, and Other General Government Support

About the position

The Contracts Administrative Specialist plays a crucial role in supporting the Aging and Disability Services Division Contracts Manager and the contracts team within the City of Seattle's Human Services department. This position involves providing administrative support, serving as a technical expert for the contracts unit, leading external communications, and managing special projects. The specialist is responsible for handling confidential contract inquiries, maintaining filing systems, and coordinating with various stakeholders to ensure effective contract management.

Responsibilities

• Perform administrative duties and clerical work supporting contracts team management and team members.
• Serve as the lead for all contracts communication, requiring discretion due to confidentiality.
• Maintain the division contracts and assessments filing & tracking system(s).
• Research and compile information on special assignments that require a high degree of program knowledge and independence.
• Organize and coordinate administrative support operations and procedures; evaluate and revise as necessary.
• Provide new employee onboarding, training, and advising team members on office/administrative procedures.
• Type narrative reports, contracts, invoices, forms, charts, and correspondence using Microsoft Word.
• Query databases to create ad hoc reports including financial reports in PeopleSoft 9.2 and contract management in MasterWorks.
• Assist with procurement, distribution, and management of equipment and tools.
• Develop written reports, briefs, presentations, and other documents for internal and external audiences.
• Assist with planning and preparation of meetings with both internal staff and external stakeholders.

Requirements

• Requires three years of clerical support experience or a combination of education, training, and/or experience.
• Proficiency in Microsoft Office Suite products, particularly Outlook, Word, Excel, PowerPoint, Project, Teams, To Do, Forms, SharePoint, Visio, Azure, and OneNote.

Nice-to-haves

• Experience in aging/long-term care services, non-profit, human services, public health, or other public services.
• Proficiency in contracts/business communication and the ability to write clear, professional correspondence.
• Excellent written and verbal communication skills.
• Good organizational skills, ability to prioritize work, and ability to multi-task in a busy work environment.
• Experience with basic financial systems and procedures including invoice payment.

Benefits

• Dental insurance
• Disability insurance
• Health insurance
• Vision insurance