Contract and Administration Services Coordinator at Parks Tacoma – Tacoma, Washington

Based on our internal equity review process, the starting hourly wage for this position will be $32.62.
To allow for growth and salary progression the full hourly range is $32.62- $44.66. Employees will have the opportunity to move through the posted range based on annual performance reviews and merit increases.

Work where you play!
Join our team at Parks Tacoma to put your skills to use serving your community and making Tacoma a vibrant, healthy, and welcoming place to live.

Who We Are
Parks Tacoma is a CAPRA-accredited and AZA-accredited, independent park district that leads efforts to build a healthy, sustainable community. Located in Tacoma, Washington, Tacoma Parks’ mission is to create healthy opportunities to play, learn, and grow. The independent park district spans the city providing a wide range of life-enriching destinations and services, including 70+ parks, 80+ miles of trails, 1,000+ acres of urban forest, 66 playgrounds, four community centers, Point Defiance Zoo & Aquarium, Northwest Trek Wildlife Park, Point Defiance Park, and much more. Our work is guided by eight core values that are the foundation of our actions and goals: innovation, excellence, equity, inclusiveness, sustainability, accountability, safety, and fun.

Why You’ll Love it Here
Come work where you play! You will contribute to the overall vitality and well-being of your community when you work for Parks Tacoma, and you’ll do so as part of a supportive team of committed, passionate, and mission-driven professionals. The people of Parks Tacoma are the key to its success, and you just might be the next great addition to our team. You’ll receive a competitive wage, along with an attractive benefits package, including medical, dental, retirement, vacation, holidays, and much more. On top of that, you’ll wake each day knowing that you’re helping make Tacoma a great place to call home.

Position Information
This position is responsible for the facilitation, oversight and administration of contracting activities for a department within Parks Tacoma. Park Tacoma's various Departments generally contract work associated with public work, small works & professional services contracts that come in a range of sizes, and agreements with other public agencies for services. Individuals in this role are responsible for ensuring contract activities comply with Parks Tacoma's resolutions, applicable administrative policies and procedures and Federal and state laws. Participate in the processing of a variety of transactions involving purchase orders, accounts receivable, invoices, accounts payable, and/or other related finance functions. Ensure compliance with laws and regulations concerning public works process, and with internal policy and procedure.

In the performance of their respective tasks and duties all employees are expected to:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
• Observe applicable safety requirements, use safety equipment provided, implement appropriate safety practices at all times and report immediately any unsafe working conditions or hazards

Work closely with the Contract Compliance and Office Administrator to ensure all proper procedures are followed and all required documentation is submitted as required for contracts.

Prepare bid specifications and invitations to bid; conduct bid openings; review solicitations and prepare contracts for proposals, bids, and contract modifications; prepare and route contracts for required signatures, prepare and administer routine correspondence and contract documentation to ensure timely and coordinated submittals.

Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and policies; communicate contract policy and practices to department.

Prepare, organize and maintain contract records and files documenting contract performance and compliance; perform contract closeout activities.

Assist Project Managers to determine qualification of bidders and organize the pre-construction conference to coordinate the design, construction and inspection of Public Works improvements to assure the contractor and Metro Parks are fully aware of all requirements.

Assist with the negotiation, preparation and processing of contract expenditures, maintains contract records and files, monthly pay estimates, change orders and all related data pertaining to construction projects; authorizes payments to contractors and consultants; verifies accuracy of invoices and project accounting; implements and tracks Local and State grant budgets for projects.

Administer the Professional Service agreements, which includes roster advertisements, processing applications, preparing contracts and other documents, and ensuring compliance with Federal, State and Local laws, regulations, rules and/or standards; communicate availability of agreements to other departments.

Participate in the analysis of information; identify issues and discrepancies; conduct needs analysis; project consequences of proposed actions; formulates recommendations based on findings; implement priorities, work processes, and procedures; and/or, train individuals on established or modified organizational practices and/or procedures.

Respond to requests for information and provide guidance to consumers, the general public, and/or outside agencies.

Participate in the processing of a variety of transactions involving purchase orders, accounts receivable, invoices, accounts payable, and/or other related functions.

Participate in special projects; participate in/on a variety of hearings, task forces, meetings, committees, and/or training sessions. Attend and record meeting minutes for the Capital Projects Group and other assigned meetings.

Perform other duties as assigned.

A minimum of three years of related administrative experience required.

Associate's Degree in Public Administration, Business Administration, Recreation and Park Administration or related field desired.

ENVIRONMENT:
Office environment.
Driving a vehicle to conduct work.

PHYSICAL ABILITIES:
Seeing to read and develop written and visual materials; monitor personnel and assigned operations and activities.
Hearing and speaking to exchange information and make presentations.
Dexterity of hands and fingers to operate a computer keyboard and standard office equipment.
Safe operations of a motor vehicle.

HAZARDS:
Possible contact with dissatisfied or abusive individuals.

KNOWLEDGE OF:

• Federal and state regulations, industry procurement, best practices and agency policy and procedures specific to each type of procurement
• Basic knowledge of contracting concepts, applicable contract law, or public contract acquisition law and regulations.
• Basic knowledge of public records laws and regulations.
• Basic knowledge of financial and accounting principles and processes.
• Full purchasing cycle and how it affects other parts such as accounts payable.

SKILLS

• Strong organization and time & project management ability.
• Superior writing skills; writing that is clear, compelling, and well organized, generally free from errors in grammar, punctuation, and spelling.
• Demonstrable computer skills, especially including the following programs:
• Familiarity with standard office equipment.
• Demonstrate tact and professionalism in all communications, in all platforms.
• Ability to balance working in a team environment with self-directed projects.
• Willingness and ability to maintain confidential information.
• Excellent listening and oral communication skills.
• Dependability, flexibility, and ability to self-start are essential qualities. Willingness and ability to take initiative, accept assignments and independently figure out steps necessary for accomplishment.

ABILITY TO:

• Ability to work effectively and accurately in a fast-paced environment while maintaining excellent guest service.
• Proven ability to work independently to exercise a wide range of decision-making and judgment.
• Proven skills to establish and maintain effective working relationships with employees, volunteers, coworkers and vendors.
• Analyze situations accurately and adopt an effective course of action.
• Interpret rules and regulations.
• Communicate clearly verbally and in writing.
• Exert optimal effort in successfully completing tasks.
• Extract and record data and carry out calculations accurately.
• Manage time efficiently and effectively through scheduling and prioritizing.

PARKS TACOMA IS AN EQUAL OPPORTUNITY EMPLOYER
All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, political affiliation, disability or any other merit factor. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.

Parks Tacoma employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

Parks Tacoma is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resources at hr@parkstacoma.gov.

Employment is subject to a national background check.

This position is an at-will position with no written or implied contractual agreement.