Assistant Contracts Administrator

AGRICULTURE - A Cornerstone of Washington's Economy

The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation, and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities - from ensuring food safety to environmental protection - touch the lives of millions of people locally, nationally, and abroad.

The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.

The Administrative Services Division provides support services for the Washington State Department of Agriculture.

The Contracts and Procurement group are housed within the Administrative Services Division of WSDA.

The Opportunity

This position serves as the Assistant Contracts Administrator and supports WSDA with procurement and contract development. preparation, review and management, of new and existing contracts or agreements for the agency, modifying contracts when conflicts arise. This position resolves issues that arise during contracting processes including disputes, protests, appeals, etc. This position oversees the negotiations, administration and termination of all contracts, agreements, leases and letters of understanding the agency enters into.

The Assistant Contracts Administrator plans, coordinates, and performs procurement of services, supplies, materials, parts and equipment for the agency in accordance with state laws and requirements. Additionally this position maintains inventory and accountability functions of purchased items or services. This position analyzes bids for products and services, resolving vendor performance problems.

Important Notes:

WSDA is recruiting for a full-time permanent Contracts Specialist 3 position within the Administrative Services Division. This position is located in Olympia, Washington. This is a non-represented position.

The base pay offered will take into account internal equity and may vary depending on the preferred candidate's job-related knowledge, skills, and experience. The typical starting salary for this position is:
Range 59 $ 69,348 - $91,104 annually.

What to Expect

Some of the various responsibilities within this role:

Contract Administration

* Communicate to agency personnel policies, procedures, and regulations for developing and processing bids, contracts, and statements of work (SOW).

* Perform contracts administration to include bid preparation, bid awards, contract negotiation and drafting, securing signatures, post signature administration through contract close out, enter data into contracts management system, technical contract support, price analysis, and assist programs in managing contract compliance with state or federal funding.

* Determine that specifications are adequate for commodities used and determines which vendors available best meet agency needs.

* Maintain electronic files for contracted services.

* Plan, coordinate and perform annual renewals for contracts.

* Coordinate and prepare solicitations when appropriate.

* Facilitate and/or evaluate bids and proposals, and award bids.

* Review contract terms and recommended processes and MOU language.

* Oversee or prepare the review, negotiation and approval of new and existing contracts or agreements for agency programs, and modify contracts when conflicts arise for assigned contracts.

* Oversee the negotiation, administration, and termination of contracts, agreements, leases and letters of understanding for assigned contracts into which agency programs the agency.

* Share responsibility with Contracts and Procurements Program Manager for development of and interpretation of law, regulation, policy, procedure, and task for the preparation and management of leases, acquisitions, contracts, and orders.

* Assist Programs to assure compliance with contract terms and conditions.

* Assist staff with interpreting and ensuring compliance with federal requirements when contracting with federal finds.

* Ensure new staff who need contract training take appropriate course levels.

* Run quarterly contracts training report to verify training compliance.

* Maintain data for agency WEBS and ECMS users.

* Participate in agency electronic signature projects.

* Ensure documents get routed and fully signed via electronic signature platform.

Purchasing Administration

* Communicate to agency personnel policies, procedures, and regulations for developing and processing Purchase Requests, Supply and Equipment Orders (POs) for equipment, furniture, supplies, goods and services.

* Oversee and process agency staff's purchase requests within WSDA's automated Supply & Equipment System (S&E) into Purchase Orders (POs).

* Interact with agency Division Coordinators and other agency staff to clarify procurement needs.

* Apply and enforce WSDA's…