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Administrative Specialist III Contract / AP Support

Location: Seattle, WA
Job # 7422487


Primary Responsibilities:
  • Provide administrative support to develop contracts, using innovative administrative systems to monitor and track activities. Independently provide support of procurement process, including contract preparation and using established procurement policies and procedures; maintain files, send user access setup emails, and training outreach.
  • Proofread and format contract documents to ensure compliance with ADA guidelines, county graphics standards and departmental technical standards. Prepare and upload Excel and Word documents to the King County website while meeting tight deadlines. Respond to inquiries about procedures, processes or relevant regulations and laws.
  • Accomplish tasks that require the application of accepted bookkeeping and basic accounting methods and applications. Tasks include entering information into an enterprise financial system, including the billings associated with contract advertising costs, printing and mailing charges.
  • Provide administrative guidance to contractors, vendors and the general public through the On-line Vendor Registration System. Provide specialized and/or technical information that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person, often involving difficult problems in the assigned function area.
  • Research and perform data entry in databases per standard procedures in response to customer inquiry, managerial request, and/or as part of regularly scheduled duties.
  • Generate customer service responses to internal and external customers regarding customer satisfaction. Address complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, involving contracts, addendums, public notices or other documents.
  • Develop and generate reports using a variety of applications and programs.
  • Filing of various documents within the department.
  • Organize and maintain data sources that include contracts, legal documents and reports/records. Manage file systems.
  • Perform calendaring responsibilities including scheduling, updating and confirming appointments, inviting attendees, and reserving rooms and equipment.
  • Provide backup assistance to all group members, as needed, including the receptionist.
     
Competitive Candidates will have:
  • Strong Customer Service experience
  • Action-oriented (self-starter, team player and detail oriented)
  • Positive Attitude
  • Intermediate working knowledge of MS-Word, Excel and PowerPoint
  • Ability to communicate well with a variety of people including excellent written and interpersonal skills necessary for achieving goals and resolving conflicts
  • Intermediate-level of proficiency using Microsoft Word, Excel and Outlook
  • Ability to communicate effectively orally and in writing to a wide variety of audiences in varied communication settings and styles
  • Any equivalent combination of experience and education which provides the applicant with the desired skills, knowledge and ability to perform the work.
Desirable Qualifications
  • Recent experience in public procurement

    Location: Seattle
    Pay: $21.94
    Duration: 6 months

     
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