Hybrid Management Support Technician, Senior bei City of Tacoma, WA

About the Department

The City of Tacoma Neighborhood & Community Services Department is recruiting for a full-time Management Support Technician, Senior to perform a variety of technical duties related to contracting and billing. The job classification of Management Support Technician, Senior is a non-represented, classified role. Responsibilities include but are not limited to data input and managing billing and reporting related to human service provider contracts, exporting information collected to inform the City about contract performance, maintaining spreadsheets/databases to track obligations, expenditures and performance benchmarks, processing contract invoices, and maintaining hard copy and electronic files. This position provides administrative support associated with allocating human services funding, contract development and contract monitoring, and documenting vendor performance. 

This position is responsible for managing information and data for the Neighborhood & Community Services Department and providing support to internal and external stakeholders. Must have advanced written and verbal communication skills. Must have intermediate to advanced level of proficiency with Microsoft Office products. Position is responsible for the administration of contract execution, contract billings, and tracking performance reporting. Serves as a subject matter expert and administrator for the platform(s) used by the department for contracting processes, billing, reporting, and data collection, as well as the department SharePoint and external website. This position is also responsible for the development of reports, funding applications and application rating tool, as well as data collection, exporting, and compiling to inform department staff about contracts and community needs. Develops and maintains funding portfolio information to track all contracts, including contract amounts, spend down, and performance measures. Maintains contract files and provides support by assisting in planning core processes and implementing phases of projects.

The work environment requires staff to establish and maintain cooperative and effective working relationships. This is a key support position, and the ideal candidate will possess exceptional communication skills and organizational skills, including the ability to adjust and balance multiple priorities to meet tight deadlines.

The work associated with this position will be performed through a combination of teleworking complemented with onsite work and meetings as needed. Employees must reside in Washington state and within a two-hour commute of the worksite to respond to workplace reporting requirements.

Position Duties

Minimum Education
High School Diploma or GED

Minimum Experience
3 years of office and/or program support experience

Licensing, Certifications and Other Requirements
Some positions may require a Washington State Driver's License

Minimum Qualifications

Key Responsibilities
Contract Billings

• Review contract billings for accuracy and completion based on applicable contract guidelines, ensuring billings get routed for processing.
• Review performance reports for required contract demographic and performance measure data.

Database Management
Administration of SAP Ariba platform, Smartsheet database, master contract spreadsheet, NCS SharePoint site, and NCS external website (and other related databases/platforms as needed).

• Develop, maintain, and distribute performance measure report templates for contracted programs, export data for queries and monthly reports.
• Develop application and rating templates for funding applications and/or Request for Proposal (RFP) processes; populate with provided content.
• Develop and maintain master contract spreadsheets.
• Serve as a subject matter expert for the databases used by the department on contracting processes, billing, reporting, and data collection as well as the department SharePoint and webpage.
• Along with NCS Associate Business Services Analyst, provide technical support and training to all database users (both internal and external).

Administrative Support for Core Processes (Funding Application, Contracting, Monitoring)
     Funding Processes:

• Process Ariba steps as Department Owner related to funding processes.
• Scheduling and logistical support for trainings, oral presentations, and various meetings.
• Create and maintain various forms and tools (application, rating, funding recommendations) used by both raters and NCS staff.
• Compile and prepare reports as needed.
• Participate in the preparation and development of presentations.
• Provide technical assistance to interested parties on how to access and complete the funding application.

     Contracting:

• Assist in development of City contracts; high-level review of contract boilerplate and Scope of Work for accuracy before routing all contract documents within Ariba.
• Serve as the Department Owner and Subject Matter Expert for all NCS contract related sourcing and workspaces in Ariba.
• Develop and manage the contract/amendment/change order status spreadsheet.
• Route contract and other related documents for signature via Docusign.
• Serve as liaison with Purchasing to ensure common understanding and consistency in implementation of all contracting processes and ensure all contracts, amendments, and change orders are executed timely.
• Develop and maintain contract billing templates.

    Contract Monitoring:

• Compile monitoring tools and reports for Contract/Program Auditors.
• Assist in scheduling for monitoring.
• Send completed reports for internal and external signature via Docusign.
• Prepare and send correspondence, including completed monitoring reports, to contracted programs.

Communication/Information Management

• Manage the NCS shared email inboxes and correspondence for all contract-related topics.
• Maintain and update Standard Operating Procedures (SOP) on all core processes.
• Monitor and maintain NCS Contract Management site.

Records Management

• Create and manage email distribution lists (funding processes, contracted providers, etc.).
• Maintain contract files and other electronic files.
• Understand City’s records retention policies and archive files as appropriate.

Other Qualifications

City of Tacoma Commitment to Diversity and Inclusion
At the City of Tacoma, we're on a mission to make our workforce as diverse and inclusive as the community we serve. We're committed to eliminating racial and other disparities, and we actively seek out candidates from a wide range of backgrounds and cultures. Join our team at the City of Tacoma and help us build a more vibrant, inclusive, and equitable community for all.

The City of Tacoma believes that diversity of thought, background, and experience contributes to our success and innovation. If you’re passionate about this role and our mission, we encourage you to apply. If you have a less traditional background, we want to hear about your transferrable skills and experience. We value a variety of perspectives and are excited to see what you bring to the table.

The Community
Tacoma is centrally located just 32 miles south of the city of Seattle and 31 miles north of the state capital, Olympia. The City of Tacoma is also home to the Port of Tacoma, which is among the largest container ports in the United States. Like most cities in the northwest, Tacoma is surrounded by beautiful nature, offering residents many opportunities for outdoor adventures.

Largely suburban in nature with a small, but dense, urban core, Tacoma is home to numerous institutes of higher learning that attract students from across the country. The University of Washington Tacoma, Pacific Lutheran University, University of Puget Sound, a satellite campus of the Evergreen State College, three community/technical colleges, and several trade and business schools are within Tacoma's geographic area. Downtown's Cultural District is the site of the Washington State History Museum, Museum of Glass, the Tacoma Art Museum, and America's Car Museum.

With its affordable housing and distinctive neighborhoods and business districts, the city has been recognized numerous times as a best city to live in the nation. View this exciting video to learn more about the City of Tacoma: https://www.youtube.com/watch?v=2n5MWl8KFvI

To be Considered for this Rewarding Career
Interested individuals should apply online by completing the application and attaching a resume and cover letter by the closing date and time listed on the job announcement. Applications received without attaching the required materials may not progress in the selection process. If you are a veteran and would like to be considered for veteran's preference points, please attach a copy of your DD214 to your application. 

Examination Process
Candidates who meet the minimum qualifications will be invited to participate in an online skills assessment, and responses to the experience questions evaluated, as the Experience and Training assessment for this recruitment. Applicants who receive a passing score will be placed on the eligible list for interview and hiring consideration.  

Appointment is subject to passing a background check. New employees must successfully complete a nine-month probationary period prior to obtaining permanent status in this classification. 

Communication from the City of Tacoma
NOTE:  For questions regarding this specific recruitment contact Kat Flores, HR Analyst.
We primarily communicate via email during the application process. Emails from Tacoma.gov and/or governmentjobs.com should be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

Get Assistance
For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253-591-5400 by 4:00 PM of the closing date of the job announcement. This will allow time to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 AM and 5:00 PM Pacific Time.) 

Compensation & Benefits
Pay Details: 
Hourly Rate: $29.72 - $41.86
Annual Salary: $61,817.60 - $87,068.80
Employee Benefits | City of Tacoma

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