Administrative Assistant - Contracts/Grants
Applicants with direct experience with contract administration will be considered first. First review of applicants will be on 10/31/2023.
Coordinates and performs a wide variety of complex administrative, technical, and project management functions to support the department. Provides support for procurement of goods, services, construction and on other contracts to ensure procedures and protocols are followed. Administers grants by preparing and submitting grant reimbursements in accordance with grant requirements Handles a broad scope of proprietary and private information, including matters related to budgets.
Salary upon hire is step 1 through 3 ($29.28 to $31.35 per hour) for a Administrative Assistant - Contracts/Grants, dependent upon qualifications.
Progressive increases are based upon years of service with Skagit County, up to step 8 total steps (top step $37.17/hr). Contracts/Grants is range 13 of salary schedule Public Works (AFSCME).
- Essential Functions
Coordinates and performs projects and special assignments such as federal and state project contract administration, compliance, program audit support, and project administration from initiation to closeout. Responsible for accurately interpreting and applying state laws, regulations, and county policies and procedures to public works construction and consultant contracts in order to ensure compliance and limit the county’s financial, operational, and audit liabilities and risks.
Prepares and reviews for compliance with local, state, and federal laws, regulations, procedures, and contractual terms for a variety of contracts and associated actions including but not limited to: architectural and engineering agreements, additional service authorizations for contractors/consultants (task assignments), contract amendments, interlocal agreements, vendor service agreements, and personal/professional services agreements.
Assists project managers in developing proposed consultant solicitations. Prepares and edits Request for Qualifications (RFQs)for advertisement in the newspaper.
Assists project managers with the preparation of construction contract specifications and addenda for compliance with established standards and laws, as well as for issues impacting the integrity of the bidding process. Provides procedural and obligation information to contractors at preconstruction conferences.
Reviews insurance documentation for construction and consultant contracts for compliance with contractual terms and sufficiency of the insurance carrier. Reviews and approves payment and performance bonds and retainage bonds for construction projects for compliance with contractual terms after preliminary review by project manager.
Performs office management duties and acts as administrative project lead as assigned. Develops and maintains office procedures, routines, and filing systems. Maintains follow-up system for reports or actions requiring attention on a periodic basis.
Receives and responds to grant requests and submittals or project administration as directed. Coordinates and prepares data for grants, and oversees administration, reimbursement, and record keeping. Prepares detailed monthly grant summary of activity. Compiles information for reports required by local, state, and federal agencies to exchange information and formulate cooperative programs. Prepares progress payment forms for funding reimbursement and monitors receipt of requested funds.
Coordinates and performs projects and special assignments to include responsibility for duties such as production of bid specifications, design, and publication of booklets on matters such as salmon restoration, water quality, flood control, etc.
Coordinates and performs multiple project research, statistical and other analysis, and coordinates or prepares required information and responses. Compiles data from a variety of sources and prepares summary reports as directed to include statistical calculations and tabulations in accordance with established formulas.
Assists in preparation of a variety of budget and financial reports.
OTHER JOB FUNCTIONS:
Greets visitors, assists in public service functions, makes presentations, provides educational information to the public about departmental programs, and other Public Works duties as assigned by the Engineering Division Manager.
- Minimum Qualifications
High school diploma or G.E.D. Associates Degree desired.
Five years administrative experience, with at least two years of work experience in an area related to work responsibilities; or an equivalent combination of education and experience to provide the necessary skills, knowledge and abilities to perform the work.
Valid Washington State driver's license.
Requires the knowledge of:
- Federal, State and local laws, regulations, and guidelines pertaining to public works contract administration.
- Knowledge of contract administration, federal, state, and county statutes and regulations pertaining to procurement of Architectural & Engineering, and professional services contracts Practices, and procedures.
- Experience and knowledge of public procurement theory, principles, and practices; contract development; and contract negotiations.
- Experience analyzing costs including overhead profit, labor, and other direct costs.
- Administrative and office procedures and/or specialized knowledge within the assigned division or department.
- Budgeting, accounting, and bookkeeping principles and practices.
- Standard office applications (word processing, spreadsheet, presentation software, etc).
Requires the ability to:
- Interpret and apply relevant federal, state, and local laws, rules, regulations and guidelines to contract procurement, management and closeout activities.
- Prepare Invitation to Bid, (ITBs) and RFQs for the procurement of goods and services for publicly advertised professional, engineering, and construction service contracts.
- Assist with public Bid Openings, review submitted bids for accuracy, and conduct mandatory bidder verification requirements for low bidders.
- Process invoices and payment estimates in accordance with contract requirements.
- Prepare and submit grant reimbursements in accordance with grant requirements.
- Develop and maintain effective working relationships with project managers, County staff across departments, other governmental agencies, and consultants.
- Assist in tracking the status of contractor submittals, required material documentation for various federal and state grants, material tickets, requests for information, and force account paperwork.
- Assists project managers by monitoring project budgets.
- Organize and maintain accurate records.
- Use tact, discretion, and courtesy in interdepartmental and public contacts.
- Communicate effectively, orally, and in writing.
- Maintain confidentiality of information, including personnel records, budgets, and other related matters.
- Train co-workers in department and division procedures, computers, office procedures, project management and equipment operation.
- Use a wide variety of software programs.
- Operate standard office equipment and extensive knowledge and ability to compile reports from a variety of data sources including statistical calculations.
- Work independently and develop new procedures when necessary.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Work is typically performed in an office environment.
Must be able to lift 30 pounds (files, boxes).
Must be able to sit for extended periods of time and must have sufficient hand-eye coordination to operate office equipment.
- Supplemental Information
Following review of applications and resumes, the highest qualified applicants will be interviewed and may be tested. After a selection is made, all applicants not selected will be notified in writing. Skagit County reserves the right to use applications received for this posting to fill any other positions within this classification which may open within six months following the closing of this position.
Skagit County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.
It is the policy of Skagit County to follow all federal and state laws to ensure non-discrimination in its employment practices.
American with Disabilities Act (ADA) Notice: Individuals, who need an ADA accommodation to complete the application, test or interview process, please call: (360) 416-1380.
The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.