State of Washington Dept. of Fish and Wildlife invites applications for the position of: Contracts Coordinator
(Contracts Specialist 1)
SALARY:
$3,063.00 – $4,014.00 Monthly
OPENING DATE: 06/26/15
CLOSING DATE: 07/10/15 05:00 PM
DESCRIPTION:
CONTRACTS COORDINATOR
LAW ENFORCEMENT PROGRAM
(CONTRACTS SPECIALIST 1)
The Washington Department of Fish and Wildlife (WDFW) Law Enforcement Program seeks a highly motivated, professional to coordinate contract administration in accordance with State and federal laws and regulations governing contracts and agreements. The successful candidate will be a creative problem-solver with excellent communication and project management skills who can interact effectively with agency staff at all levels and the public.
THE DEPARTMENT
The Washington Department of Fish and Wildlife (WDFW) is dedicated to protecting native fish and wildlife, and providing sustainable fishing, hunting and wildlife viewing opportunities for millions of residents and visitors. Working throughout the state, WDFW’s employees–field biologists, enforcement officers, land stewards, lab technicians, customer service representatives and others—manage hundreds of fish and wildlife species, maintain nearly a million acres of public wildlife lands, provide opportunities for recreational and commercial fishing, wildlife
viewing and hunting, protect and restore habitat and enforce laws that protect fish and wildlife resources. Learn more about us at www.wdfw.wa.gov
The Department of Fish and Wildlife is recruiting to fill a full-time, permanent Contracts Coordinator position located within the Law Enforcement Program, Budget and Performance Management Division. The duty station is at the Law Enforcement headquarters in the Natural Resources Building (NRB) located in Olympia, Thurston County.
DUTIES:
Contracts Coordination
 Coordinates the Program’s contract activities.
 Maintains Program contract log.
 Acts as a liaison between officers and contractors to establish contracts.
 Ensures contracts being established follow program and agency guidelines.
 Establishes contracts through the Novatus (agency contract) system.
 Ensures contracts are entered on a timely manner.
 Coordinates the approval process.
 Provides monitoring of contracts: budget, invoice and deliverables
 Works with budget staff to establish coding & contract budgets.
 Ensures only allowable expenditures are being charged against contract codes.
 Ensures all deliverables are being met.
 Facilitates close out of contracts.
 Maintain accurate filing system on all contracts.
Records Requests & Records Retention
 Assists Public Disclosure and Records Coordinator with public disclosure requests.
 Assists Public Disclosure and Records Coordinator with records retention activities.
 Assists with policies and procedures related to records and public disclosure.
 Assists with quality improvement initiatives.
Backup Administrator to Records Management System (RMS)
 Provides staff with technical assistance.
 Assists with reports from RMS.
 Assists with RMS projects.
Publications
 Leads in the creation of several Program publications, including four quarterly newsletters, an annual report for the Western Association of Fish and Wildlife Agencies (WAFWA) and a biennial Program report.
 Develops effective publications that are professional using a variety of software.
Data Analysis/Reporting
 Conducts research and analyze data from a variety of databases.
 Produces reports, graphs, and information to be used in annual reports, reviews, decision
packages, budget development, legislative assignments, and other assignments.
Facility Representative
 Represents the Program at the agency’s Facility Coordination Committee.
 Coordinates with hiring managers to ensure new employees at headquarters have what they need when they are hired (office space, phone, card key, etc.).
 Coordinates resolution to facility issues as they arise.
 Coordinates any office space moves.
 Coordinates any facility related activities.
WORKING CONDITIONS:
Working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours; most tasks will involve sitting at a desk and working on a computer. Incumbent must be able to work amid distraction.
This position works 8:00 am-5:00 pm, Monday-Friday, but may be required to work occasional weekends and evenings, depending on workload.
QUALIFICATIONS:
Required Qualifications:
 One (1) year of experience in negotiating, administering, or terminating contracts, contract property management, contract cost or price analysis, or contract compliance administration.
 Proficiency with several computer software programs, including Word, Excel, Access Database, SharePoint, Outlook, and the ability to maintain databases. Must be able to create graphs and charts from data.
 Ability to attain access to state and federal records systems.
 Must be willing to be fingerprinted and pass a background check.
Knowledge of: State and federal laws and regulations governing contracts and agreements, contracts principles, theory, and application; contracts terminology and development; contracts practices and procedures.
Ability to: write effectively; represent the agency in coordination and negotiation with other governmental agencies and private industry; recognize desirable contract terms and provisions; identify areas and incidents of non-compliance with existing contracts.
Preferred/Desired Qualifications:
 A Bachelor’s Degree in business administration, public administration, law, public health, health administration, or a related field and two (2) years of experience conducting research and analyzing policies, laws, rules, or regulations or comparable combination of graduate education and experience.
 One (1) year of experience conducting research and data analyses.
 Experience working in a law enforcement or correctional setting.
 Proficient with Acrobat, InDesign, ArcGIS, and other software for graphic design.
 Prior experience with an electronic records management system.
 Knowledge of the Washington State Public Records Act (RCW 42.56).
Well qualified applicants will also demonstrate the following competencies:
Managing Workloads: Effectively organizes multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on time.
Researching & Gathering Information: Identifies, collects, organizes, and documents data and information in ways that make the information most useful for subsequent assessment, analysis, and investigation.
Analysis: Uses data and information in a clear and rational thought process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions.
Recordkeeping: Consistently and accurately documents information or updates records so that they reflect the most current information and form a complete and understandable account of changes, decisions, activity and work performed.
Using Personal Computers: Using personal computers, including hardware such as keyboards and software such as word processing and other programs, produces timely and accurate work products that fully satisfy the demands of the assignment. Will need to learn and use a variety of agency and state government software applications related to contracts, fiscal, records, and graphic design.
Verbal Communications: Effectively expresses ideas and information through the spoken word using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience.
Written Communications: Effectively conveys ideas and information in writing using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the reader.
Reading, Comprehending & Retaining Information: Accurately reads, interprets, and retains information from written material, including technical reports, rules, regulations, manuals, instructions, charts, graphs, and tables. Effectively applies the information in communicating with others, carrying out work activities, making decisions, and solving problems.
Stress Tolerance: Effectively handles highly stressful or adverse situations, making good decisions, working calmly and accurately, and helping to calm others. Incumbent may work during high stress periods, including the legislative sessions, regional review preparation, and annual report creation. Employee should be comfortable working in a law enforcement environment.
SUPPLEMENTAL INFORMATION:
To apply for this position you MUST complete your profile at www.careers.wa.gov and attach the following in order to your profile before completing the online application:
 A cover letter describing how you meet the qualifications and competencies of this position (generic cover letters will not be accepted).
 A current resume (please make it succinct).
 Three (3) professional references (personal references do not count as professional
references).
Please do not include any attachments other than the ones requested above.
Please note: Failure to follow the above application instructions will result in disqualification. E-mailed documents will not be accepted in lieu of attaching your documents to the online profile.
Upon submission of your online application, you will immediately receive a confirming e-mail. You will then be notified via e-mail of your status during the process. In addition to the e-mail notifications, you can check the status of your application at any time by visiting your online profile at www.careers.wa.gov. Due to the high volume of applications that we receive, we ask your understanding and encourage you to use the online process and avoid calling for information.
Please note that initial screening will be solely based on the completeness of application materials submitted and the contents and completeness of the “work experience” section of your application in NeoGov. A resume will not substitute for the “work experience” section of the application. The information provided in your application must support your selected answers in the supplemental questions. Responses not supported in your application may disqualify you from consideration for employment in this position. All information will be verified and documentation may be required.
EXAMINATION PROCEDURE:
For applicants that pass the on-line application and supplemental questionnaire process and are certified by Human Resources, you may be invited to the next phase of the application process which will include an oral panel interview.
For candidates that make it through the selection process, a background investigation will be required due to the nature and security requirements of the job. Applicants will be required to sign releases of information. The Background Investigation are part of the pre-employment selection process and are not a commitment to employment.
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. Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.