Finance Contract Specialist

Salary : $60,756.80 Annually
Location : City of Bellingham, WA
Job Type: Full Time
Job Number: 24-Finance Contract Specialist
Department: Finance
Opening Date: 03/22/2024
Closing Date: 4/8/2024 8:00 AM Pacific
FLSA: Non-Exempt
Bargaining Unit: Local 1937
Nature of Work
Do you have experience with record-keeping and writing contracts? Do you have strong attention to detail, and skills in compliance monitoring for contracts? If so, apply today for Finance Contract Specialist!
At the City, the Finance Contract Specialist plays a key role in the City's contracting processes by ensuring City contracts are prepared and processed in accordance with City policies and State and Federal laws and regulations. The Contract Specialist serves as the contracting resource to Project Managers and other City staff for construction, public works, professional and personal service agreements, and the procurement of goods and services. This position provides administrative and technical support and guidance in all functional areas of contract preparation and close-out.
This position will start at Step 1 ($29.21/hour). Employees receive step increases annually in accordance with the and City policy. The full hourly range for this position is $29.21 - $35.91. For internal candidates, placement within the range is based on City Pay Placement Procedures.
City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a pension plan. Additionally, employees may elect to participate in the City's 457 deferred compensation retirement savings plan.
Employees will receive 12 paid holidays in addition to one paid floating holiday each year. Employees accrue 8 hours total of contract and state sick leave per month in accordance with the collective bargaining agreement and Washington State Law. At the time of hire, employees will accrue 7.33 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employee to be in paid status at least 120 hours/month.
For additional information regarding benefits and compensation Information please visit the following:
Closing Date/Time: Monday, April 8, 2024, 8:00am Pacific Time
ESSENTIAL FUNCTIONS OF THE JOB:

1. Prepares, processes, and reviews contracts, supporting documents, and general correspondence. Verifies procurement and contracting requirements, ensures all required specifications and related documents are incorporated into the contract documents, and monitors contract compliance with City Policy and State and Federal laws and regulations. Reviews and processes change orders, contract modifications, and close-out documents.
2. Coordinates with the Purchasing Manager and Legal Department to ensure proper completion of insurance certificates and bonding to adequately protect the City's assets. Provides information to and follows up with contractors, insurance companies, and bonding agencies as needed.
3. Provides functional direction regarding contract procedures for vendors and staff responsible for contract/project management.
4. Uses references, resources, and existing State and City of Bellingham General Special provisions to assist Project Managers and Engineers to meet project contract requirements. Coordinates with Project Managers regarding scope and sequencing of projects. Advises Project managers of appropriate contracting strategies.
5. Develops and conducts vendor evaluations to ensure services are performed in accordance with contract requirements and that contract prices and hourly rates remain competitive. Monitors invoices for compliance with individual contracts. Informs managers and other staff as needed of non-compliance.
6. Provides information and assistance to City staff regarding contract procedures and development of contract documents.
7. Develops grant funded contract documents, reimbursable and pass-through agreements in accordance with funding source requirements. Develops inter-agency agreements, memorandums of understanding and memorandums of agreement.
8. Establishes Quality Control techniques to maintain accuracy including streamlining and updating processes and procedures of specification production as requirements and workflows change.
9. Maintains Purchasing contracts database.

ADDITIONAL WORK PERFORMED:

1. Composes correspondence related to projects and prepares job-related procedural task data.
2. Provides back up to Buyers.
3. Performs other related duties of a similar nature or level.

WORKING ENVIRONMENT:
Works extensively at a desk and computer workstation. Work is performed primarily in an office setting with occasional visits to department work sites to assist staff with problem resolution pertaining to area of responsibility. Business travel may be required.
Physical ability to perform the essential functions of the job, including:

• Frequently operate a computer and read a computer screen or typewritten page;
• Frequently communicate verbally;
• Move between work sites;
• Occasionally translate objects up to twenty-five (25) pounds.

Experience and Training

• Two years of relevant college or vocational course work in accounting, business, or related area.
• Three years of experience with record-keeping and compliance monitoring for contracts.
• Accounting/bookkeeping experience in a municipal or public sector environment preferred.
• APWA Contract Administration Certificate preferred.
• Familiarity with engineering and construction terminology and concepts preferred.

A combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the essential functions of the job will be considered.
Necessary Special Requirements

• Employment contingent on passing a criminal background check (See Fair Hiring Practices).

Selection Process
**You are encouraged to print a copy of this job announcement for your reference as the process moves along**
Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.
Application Review Process:

1. Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around April 9, 2024.
2. All candidates that meet minimum qualifications will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of April 16, 2024. Applicants must achieve a passing score of 60% or higher from the Oral Board Interview to be placed on the eligibility list.
3. Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on the total score on the Oral Board Interview (100%).

The final candidates will be referred to the department for additional assessment.
This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in the Finance Department. This position is represented by a union.
Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.
Equal Opportunity:
Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.
Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our for additional information.
This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the
This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the for more information on PERS.
Civil Service Information
This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.
Veteran's Scoring Criteria
Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). If you wish to claim Veterans' Preference Points, please complete the and upload it to your application with your DD214.
01
Do you have two years of relevant college or vocational coursework in accounting, business, or a related area?

• Yes
• No

02
Do you have three years of experience with record-keeping and compliance monitoring for contracts?

• Yes
• No

03
Or in place of the above requirements, do you have a combination of relevant education and experience that provides you with the required knowledge, skill and ability to be considered? If yes, please briefly describe.
04
Do you have any of the preferred qualifications? (Please mark all that apply)

• Accounting/bookkeeping experience in a municipal or public sector environment.
• APWA Contract Administration Certificate
• Familiarity with engineering and construction terminology and concepts.

05
Please describe particular skills, experience, or training which qualifies you for the Finance Contract Specialist.
Include your experience preparing (writing), processing, and reviewing contracts and supplemental documents in compliance with policies, laws, and regulations.
Required Question