Contracts Specialist

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.

This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.

This is a professional level position that reports to the Budget and Procurement Manager and is responsible for conducting and administering contract activities in the office. The incumbent ensures that applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures are followed in competitive solicitations, sole source filings, and the negotiation and preparation of complex contracts, grants, leases and other transactional documents and instruments to provide or obtain services and/or goods.

Contract analysis and execution

Tasks include:

• Analyzes and applies applicable procurement rules to specific situations to determine customer options for contracting and procurement; consults with appropriate program staff to determine best available option for customer.
• Prepares competitive solicitations for goods and/or services in coordination with appropriate program staff.
• Manages the competitive solicitation process, including finalizing and posting solicitation documents, arranging and conducting meetings with contractors and vendors, maintaining files of solicitations for audit, coordinating contractor/vendor evaluations with program staff, announcing apparent successful bidders, administering contractor/vendor complaint and protest proceedings, and contracting with successful bidders.
• Analyzes and drafts basic and complex contracts and amendments for compliance with applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures, to minimize risk and meet customer objectives.
• Conducts due diligence searches on contractors and vendors and documents results in files on Contracts drive.
• Consults and collaborates with program staff and attorney general's office as appropriate regarding contract terms, language, and legal matters.
• Negotiates with contractors, vendors, and other counter parties on transaction terms.
• Uses clear, concise language in drafting contracts and amendments; maintains a list of authorized signatories.
• Ensures that all contracts and amendments are properly executed by all necessary parties, are notarized and recorded (as appropriate), and that all necessary steps are taken to finalize the transactions for the office, including that appropriate documentation of insurance coverage is obtained, that the contracts are filed and entered into appropriate electronic databases, and that copies are distributed to the appropriate parties.
• Follows established conventions for naming, organizing and storing electronic files, folders and documents on Contracts drive.
• Collaborates with contract managers and program representatives to ensure that all contractual terms and conditions are met by contractors and the office; coordinates termination of contracts and other transaction documents.
• Works with contract managers and attorney general's office as appropriate to assess and resolve…