Contracts Specialist 3

Salary : $61,632.00 – $82,896.00 Annually

Location : Thurston County – Olympia, WA

Job Type: Full Time – Permanent

Remote Employment: Flexible/Hybrid

Job Number: 23DOT- HQ-01410e

Department: Dept. of Transportation

Division: Headquarters

Opening Date: 05/24/2023

Closing Date: 6/28/2023 11:59 PM Pacific

Description

About WSDOT
Washington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world’s longest floating bridge, and recently completed the world’s widest tunneling project.

The Opportunity
WSDOT is currently seeking a Contracts Specialist 3 to join as the Assistant Contracts Administrator in the Procurement and Materials Management Office in Olympia, WA. This position is responsible for managing over 200 state master contracts used by WSDOT, monitoring contractor performance, and resolving contract-related issues. They conduct competitive solicitations, provide training to other procurement professionals, and represent WSDOT in negotiations. Additionally, this position leads the Contract Administration and Payment Team (CAPS) and supports the Accounting and Financial Services (AFS) mission of delivering high-quality financial services to improve transportation options and economic vitality.

What to Expect
Among the varied range of responsibilities held within this role, the Contracts Specialist 3 will:

Coordinate with region/Ferries/HQ offices to determine their needs and advise on the most appropriate contracting or procurement method.
Negotiate with the Department of Enterprise Services (DES) to meet WSDOT requirements for price, quality, delivery, and service.
Perform analysis of technical requirements and cost factors to achieve the best value and savings for WSDOT.
Coordinate and evaluate bids and proposals with WSDOT experts.
Develop and recommend regulation, policy, or procedure changes to improve contracting efficiency.
Obtain special approval from DES for deviation from established procedures to achieve better results.
Conduct competitive solicitations, including developing and managing an effective training curriculum.
Collaborate with DES on procurement authorities and ensure the contracting policy is current.
Oversee regional compliance with contract terms and resolve problems concerning obligations.
Supervise and train one Contract Specialist 2 employee, including hiring, onboarding, workload assignment, and performance evaluation.
Perform other duties as assigned, including presentations, site assistance visits, and representing the agency at statewide outreach events.

Qualifications
To be considered for this opportunity, the following are required:

Bachelor’s degree in business administration, procurement, logistics, supply management, or a closely related field. (Additional relevant experience may substitute for a degree.)
Four (4) years of purchasing or contract administration experience. (Additional education or professional certification may substitute for experience.)

Required Skills and Competencies:

Advanced skills in utilizing Microsoft Office applications, including Word, Excel, Teams, and Outlook.
Strong organizational and time management skills.
Demonstrated ability to:
- understand complex concepts and clearly present them to large groups.
- communicate effectively.
- use independent judgment to accomplish assignments and solve problems.
- be flexible and work in a rapidly changing environment.
- prepare and conduct effective training in one-on-one or group sessions using a variety of teaching methods.

It is preferredthat qualified candidates also have the following:

Master’s degree in business administration, procurement, logistics, supply management, or a closely related field.
Six (6) years of purchasing or contract administration experience.
Professional certification – Certified Professional Public Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Professional in Supply Management (CPSM), or other related certification.

Important Notes

In addition to the salary range listed, a general wage increase of 4% will be applied for all state employees on July 1, 2023.
This recruitment may also be used to fill additional positions per business needs.
Statewide travel, including overnight stays, is required for this position.
This position offers flexible/hybrid remote work options.
Prior to a new hire, a background check, including criminal record history, will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
WSDOT does not use the E-Verify system. For more information, please visit www.uscis.gov
In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Information on other compensation types for non-represented positions can be found in of the Washington Administrative Code.

Why WSDOT

Work-Life Balance – We are committed to ensuring that our staff experiences the reward of public service while sustaining a routine that suits each individual’s lifestyle.
Paid Leave – In addition to 12 paid holidays, full-time employees earn a minimum of 14 paid vacation days per year!
Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and federal student loan forgiveness eligibility.
Plan For Your Future – WSDOT offers a comprehensive benefits package that includes various healthcare options. Employees also have their choice of state retirement programs and much more. Go to for more information.

Check out this video to learn more:

How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine your salary. Therefore, the “Work Experience” portion of the application must be completed in as much detail as possible.
To be considered for this opportunity, please include the following with your online application:

An attached Resume outlines (in reverse chronological order) your experience to date.
An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. NOTE: This information may be entered in the “References” section of the online application; it does not require an additional attachment.

Please click the “APPLY” button to proceed. Note that you will be prompted to sign in or create an account. This step is required to apply for this opportunity.

WSDOT is an equal opportunity employer. We value the importance of creating an environment where all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds, and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process or needing this job announcement in an alternative format may contact the listed Recruiter.

Contact us
For inquiries about this posting, you may contact the assigned Recruiter, Yasmin Munoz, at Please be sure to reference 23DOT-HQ-01410e in the subject line.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems’ web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

Please select the response that best describes your highest level of completed education.

I have a master’s degree or higher in business administration, procurement, logistics, supply management, or a closely related field.
I have a bachelor’s degree in business administration, procurement, logistics, supply management, or a closely related field.
I have an associate degree in business administration, procurement, logistics, supply management, or a closely related field.
I have a high school diploma or equivalent.
None of the above.

If you indicated completion of an associate degree or higher, please list your degree and field of study. Otherwise, type N/A.

Please select the response that best describes your total years of experience supervising employees.

I have five (5) or more years of this experience.
I have 2 – 5 years of this experience.
I have 1 – 2 years of this experience.
I have less than one (1) year of this experience.
I do not have this experience.

Please select the response that best describes your total years of contract administration experience.

I have over ten (10) years of this experience.
I have 9 – 10 years of this experience.
I have 8 – 9 years of this experience.
I have 7 – 8 years of this experience.
I have 6 – 7 years of this experience.
I have 5 – 6 years of this experience.
I have 4 – 5 years of this experience.
I have 3 – 4 years of this experience.
I have 2 – 3 years of this experience.
I have 1 – 2 years of this experience.
I do not have this experience.

Please briefly describe your contract administration experience. If you do not have this, please type N/A.

Are you able to travel for this position, including overnight stays?

Which one of the following best describes your highest level of Microsoft Excel skills? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the basic level below
BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks
INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios
EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions and arrays; uses information, date and time functions; uses advanced editing and formatting; advanced chart formatting; runs solver models and reports; embed and link information; set up customization including automation

Which one of the following best describes your highest level of Microsoft Outlook skills? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the basic level below
BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes
INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-Do bar; customize message options; assign, reply and track tasks; create public folders and send and post information
ADVANCED: Personalize with stationary and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages
EXPERT: Able to use and train others in all Outlook functions listed above

Which one of the following best describes your highest level of Microsoft Word? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the basic level below
BASIC: Create, save, preview and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct
INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates
ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; track changes and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms
EXPERT: Able to use and train others in all Word functions listed above

How did you learn of this employment opportunity?

Indeed
LinkedIn
Direct Email Notification
WSDOT social media (Twitter, Facebook, YouTube, etc)
Career Fair
Monster
WorkSource
Handshake
AASHTO
NACTO
COMTO
APWA
“NOW HIRING” banner/sign
Radio advertisement
WSDOT Employment Site
Careers.wa.gov
governmentjobs.com
Other (specify below)

If you selected ‘Other’ on the previous question, please specify how you learned of this employment opportunity in the space provided:

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