Administrator II - Contract and Accounts Payable en King County, WA

About the Department

Public Health – Fiscal & Administrative unit within the Office of the Director and Administrative Services Division is seeking an Administrator II (Contract and Accounts Payable Administrator) to join its innovative team. The Administrator will be responsible for supporting our various contract and accounts payable work within the unit. This position will work to contribute to the production and execution of contracts, reporting, and accounts payable in accordance with federal, state, county and department requirements. The ideal candidate will have strong analytical skills, experience with Oracle EBS, experience using Microsoft Excel and other reporting software for expenditure monitoring, with a keen attention to detail.

Note: This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months. 

Commitment To Equity and Social Justice

Named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.

The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.

To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Work Schedule

Typical work schedule is Monday through Friday, from 8:00 am to 5:00 pm. This is a Non-Exempt position and is subject to the provisions of the Fair Labor Standards Act and is overtime eligible.

Remote and Onsite Work

The Fiscal & Administrative Services team works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is out of the Chinook Building, located at 401 5th Ave, 11th Floor, Seattle, WA 98104.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment. Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

Position Duties

• Support assigned programs within the Administrative Services Division by responding/researching fiscal inquiries related to payables and receivables contracts and research/respond to invoicing issues.
• Serve as the main contact and provide customer service to clients, vendors, and the general public by telephone and in-person including regularly handling difficult situations requiring tact, discretion, and diplomacy.
• Administer contracts to include reviewing scopes of work and establishing/reviewing contract exhibits and other required documents, setting up contracts in the online contract management system (Agiloft), monitoring and reporting on progress, and maintaining files.
• Assist with hiring and onboarding new staff.
• Act as the liaison for initial review of job descriptions and create requisitions in NEOGov.
• Coordinate with hiring managers and IT to procure hardware and systems for new employees.
• Conduct detailed review of invoices, route to program staff for approval, follow up with questioned costs, enter invoices into online procurement system for payment, track receipt of payments, and troubleshoot problems with payments. Review, track, and archive documentation necessary for audits. This includes invoices for payment by King County Accounts Payable.
• Ensure accurate and timely data entry into Agiloft, iProcurement and iExpense and act as subject matter expert for these systems.
• Act as liaison with the Contracts, Procurement and Real Estate Services (CPRES) section.
• Create and maintain financial policy compliance tracking tools, monitoring systems, and reporting procedures and processes. Ensure that programs understand and use internal controls when engaging in grant procurement or planning.
• Support programs in submitting progress reports, financial status reports and invoices to grant funders.
• Make correcting accounting entries as necessary for proper allocation of expenditures.
• Complete all relevant department year-end fiscal tasks including expenditure accruals and fiscal adjustments.
• Receive, sort, and distribute all incoming division mail and packages to designated internal mail stops and staff member inboxes in a timely manner.
• Work with program managers and contractors to ensure they understand terms and conditions of their contracts, including financial management of grant funds and reporting requirements.
• Provide technical assistance to contractors to ensure timely and accurate invoicing and financial tracking.
• Coordinate between accounts payable and contracts unit.
• Assist with gift card procurement and tracking.
• Innovate and improve administrative processes for better financial stewardship of public funds, and increased value in direct services to the residents of King County.
• Other duties as assigned.

Minimum Qualifications

Our ideal candidate will demonstrate the following (Minimum):

• At least two (2) years of contract/grants experience to include but not limited to overall contract/grants management (invoicing, compiling/creating exhibits, compliance, monitoring and reporting).
• At least two (2) years of accounting experience at a minimum to include demonstrated ability processing accounts payable transactions.
• Intermediate skills in gathering, analyzing, and presenting data using Microsoft Excel.
• Knowledge and demonstrated ability using online procurement and financial management systems.
• Knowledge and demonstrated ability applying generally accepted accounting principles (GAAP).
• Strong written and verbal communication skills.
• Ability to build respectful and productive relationships with internal colleagues and external clients; establish and maintain effective working relationships and offer high level of customer service to all stakeholders.
• Ability to use knowledge, skills, techniques and systems to define, visualize, measure, control, report and improve processes with the goal to meet customer requirements.

The most competitive applicants will have the following experiences and qualifications (Desired): 

• Advanced knowledge of grants management, accounting, audit, and public sector budgeting.
• Experience with Oracle-based financial and reporting systems.
• Experience with electronic contract administration systems.
• At least two (2) years of experience managing the fiscal and contractual aspects of a federal or state grant/contract.

Other Qualifications

Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

Who May Apply

This career service position is open to all qualified candidates.

The following items are required to be considered for this vacancy:

• NEOGOV Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Resume (Outlining relevant experience)
• Cover Letter (Expressing interest in this position)

Please note: additional attachments will not be reviewed as part of the evaluation process if not outlined as a required application material as outlined above. 

Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Necessary Special Requirements

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment.
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en. 
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
• Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
• Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
• When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department. 
• If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on this job announcement.

Union Membership

This position is not represented by a labor union.

Contact

For questions about this recruitment, please contact Salyse Duckworth, HR Analyst at [email protected].

Solicitar ahora