Administrator III (Contracts and Administrative Services Lead)

King County•Chinook Building 401 5th Avenue Seattle, WA

8h•Onsite

About The Position

Public Health – Seattle & King County is seeking an experienced contracts professional to serve as our Administrator III (Contracts and Administrative Services Lead) within the Health Sciences Division's Administration and Finance unit. This position will serve as the division's lead for contract administration. The Administrator III reviews and approves revenue and expenditure contracts, amendments, and scopes of work prior to division sign-off; independently interprets federal, state, county, and departmental contracting and procurement requirements; and resolves complex or non-routine contracting questions that fall outside established guidance. The position also prepares and processes contracts directly when volume or complexity warrants routing to the Finance and Administrative Services Manager for final approval. The Administrator III supervises the division's contract administration staff, setting standards for contract quality, turnaround, invoice review, and documentation, and providing day-to-day technical direction and performance feedback. In addition, the position carries budget-to-actuals monitoring and projection responsibility for an assigned program, using that financial picture to inform contract, spending, and reconciliation decisions. This is a role for someone who wants to own contracting end to end and build the team's capability, with room to grow into broader division financial and administrative leadership. ABOUT THE DIVISION The Health Sciences Division houses the department's assessment, epidemiology, evaluation, and chronic disease and injury prevention work, supported by a central administration and finance unit that manages the division's contract portfolio, grants, budget, and fiscal compliance across a complex mix of federal, state, local levy, and restricted settlement funding. Note: This recruitment will be used to create an eligibility pool to fill additional Career Service, Term-Limited Temporary (TLT), or Special Duty Assignment (SDA) vacancies that may occur over the next six months. Commitment To Equity and Social Justice Named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures. The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts. We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities. To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Requirements

Three (3) years of progressively responsible experience in contract administration and management, including contract development and review, compliance monitoring, invoice and payment review, and closeout, with contracts funded by multiple sources (local, state, and/or federal).
Demonstrated experience independently interpreting and applying contracting, procurement, and grants compliance requirements, including the ability to reach and defend a sound decision where established guidance does not directly address the situation.
Lead or supervisory experience, including assigning and reviewing the work of other staff, setting work standards, and providing performance feedback.
Demonstrated experience monitoring budget-to-actuals, performing variance analysis, and developing spending projections for programs with multiple funding sources.
Intermediate or advanced proficiency with Microsoft Excel and experience using enterprise financial, procurement, or contract management systems.
Demonstrated ability to explain technical contractual and fiscal requirements clearly to program staff and external contractors who do not have a finance background.
Demonstrated attention to detail and proven ability to manage multiple competing deadlines in an organized and timely manner.
Demonstrated ability to build and maintain effective working relationships and to address complex or sensitive administrative issues constructively.
Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
When Public Health responds to an emergency, and in accordance with KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.

Nice To Haves

Bachelor's degree in business, accounting, finance, public administration, or a related field, or equivalent combination of education and experience.
Direct supervisory experience over professional or technical staff.
Experience with electronic contract management systems (such as Agiloft) and Oracle-based financial systems (such as Oracle EBS, iProcurement, iExpense).
Working knowledge of 2 CFR 200 Uniform Guidance, including subrecipient versus contractor determination and subrecipient monitoring requirements.
Experience administering contracts funded by restricted or categorical funding sources, such as federal grants, local levies, or settlement funds.
Knowledge of fund accounting in a government or not-for-profit setting.
Experience in a public health, human services, or government setting.

Responsibilities

Review and approve revenue and expenditure contracts, amendments, scopes of work, and contract exhibits for the division, ensuring appropriate terms and conditions and compliance with federal, state, county, and departmental requirements.
Serve as the division's technical authority on contracting and procurement.
Independently interpret and apply contracting, procurement, and grants compliance requirements, including resolving non-routine questions where established guidance does not clearly apply.
Prepare and process contracts, amendments, and procurement documents directly as workload and complexity require, routing to the Finance and Administrative Services Manager for final approval.
Supervise assigned administrative staff and assign and balance workload, set quality and turnaround standards, review technical work, provide timely feedback, and complete performance evaluations.
Develop, document, and maintain division contracting standards, workflows, checklists, and file documentation requirements.
Train administrative and program staff and provide ongoing technical assistance.
Oversee contract invoice review, payment tracking, and troubleshooting, ensuring expenditures are allowable, allocable, supported, and charged to the correct funding source.
Perform budget-to-actuals monitoring, variance analysis, and spending projections for an assigned program; use results to inform contract, procurement, and spending decisions and to support program leadership.
Support subrecipient and contractor fiscal monitoring, including documentation review and follow-up on identified issues.
Serve as administrative services liaison between the division, the central contracts and procurement unit, accounts payable, and external contractors.
Analyze administrative and business systems and recommend improvements to contracting and fiscal processes.
Assure division compliance with county, department, and division policies related to contracting, purchasing, and administrative operations.
Perform other duties as assigned.