Our Opportunity

*Initial screening of applications will occur as they are received, with an updated priority review of candidates taking place on Wednesday, October 26th, 2022. It is in the applicant’s best interest to submit materials as soon as possible.

South Puget Sound Community College (SPSCC) seeks highly motivated and qualified individuals for the position of Contracts Assistant.

The Contracts Assistant position reports to the Director of Operations and Strategic Programming and supports the Corporate and Continuing Education program. This position supports operations for non-credit corporate and continuing education programming and services. These programs support the needs of the South Sound region in job skill enhancement, career readiness, and personal enrichment.


South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti racist policy development coupled with the skills to eliminate barriers that harm underrepresented people is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multi-lingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough? We also offer:

A healthy work/life balance for our employees with the opportunity for flexible work schedules and remote work depending on position and college needs

Fine dining in the Percival Room, offering vegetarian, vegan, and gluten-free choices as part of our Culinary Arts and Baking & Pastry Arts programs

Campus bookstore offering snacks, apparel, and specialty supplies

The Clipper Coffee Corner serving Batdorf & Bronson coffee and a selection of delicious food items from our baking/culinary students

A brand new Health & Wellness Center

FREE Bus service every 15 minutes to downtown Olympia and beyond

FREE parking on our campuses – permits are not required

On-campus child care

Percival Creek, which runs beneath our campus footbridge, provides year-round beauty and views of Chinook, Coho, and chum salmon pass through each fall

Many walking paths that are marked and on nicely paved sidewalks

SPSCC promotes wellness with a variety of different workshops and events on campus

Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty

Many community events in the Kenneth J. Minnaert Center for the Arts

Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally, and which affect their work at the College and their professional development. Current Employee Resource Groups include:

Staff and Faculty of Color (SFOC) ERG - an employee network which strives to create an intentional and relational foundation for community and trust building across different groups through shared values.

What You'll Do

This position assists the Dean and Directors processing contract paperwork, inputting and tracking contracts in a database, invoicing clients for work, checking invoices from contractors against agreements, and reconciling in the system. The position helps with human resource paperwork for employees, client service contracts and volunteers. Acts as backup for invoicing on DES contract, Single Agency Agreements and student billing.

The position tracks large single agency training contracts with multiple training dates and locations in systems for both the client and contractor. Makes sure contract paperwork is in order, drops off at offsite locations as necessary, works with other support staff to track down details needed for training, and seeks clarification as needed from Dean and Directors.

The position tracks any grants and MOU/MOAs that come through the department on an as-needed basis for invoicing and billing, runs instructor contracts and acts as back up for registration.

Processing and tracking of Consulting Contracts and Client Service Agreements

• Draft and execute Inter-agency Agreements (IAs): Gather statements of work, date ranges, budget totals and rates from Deans, Directors and Program Manager. Ensure contracts are consistent with contract specifications, terms and pricing negotiated by Dean, Directors and Program Manager. Track down signatures for both sides of the agreement.
• Draft and execute Client Service Agreements (CSAs): Gather statements of work, date ranges, budget totals and rates from Deans, Directors and Program Manager. Ensure contracts are consistent with contract specifications, terms and pricing negotiated by Dean, Directors and Program Manager. Gather W-9 and DRS paperwork. Track down signatures for both sides of the agreement.
• First point of contact for paperwork questions.
• Enter fully executed contracts in Access Database and/or Fiscal Book. Import CSA information into Access Database.
• Gather invoices from consultants and reconcile to IA agreement and terms, process for payment. Document invoice amount in Access Database or Fiscal Book. Follow up with consultants on issues regarding payments.
• Invoice clients for the consultants work per IA agreement with appropriate attached documentations. Create bill in ctcLink system. Provide clients with progress reports.
• Alert Dean or Director of low contract balances. Assist with processing amendment and updating systems as needed.
• Track incoming payments and maintain accurate records regarding payment status.
• Close out agreements at the end of contract and file appropriate forms with campus offices.Work with business office resolving payment issues.
  

Tracks large single agency contracts

Sets up spreadsheets to track large single agency contracts.

Assists with details pertaining to these training contracts including the IA, Amendment and CSA for the contractor.

Delivers training materials to locations as needed.

Works with other support staff on the details of the trainings in our systems to make sure have what we need to make it successful.

Invoices clients as needed.

Processes invoices from consultants as needed.

Alert Dean or Director of low contract balances. Assist with processing amendment and updating systems as needed.

Tracks Contracts, Grants and MOU/MOAs

Generate and review report of outstanding invoices monthly.

Reach out to agencies to check on outstanding invoices and late payments.

Creates tracking system for various grants based on requirements of the grant.

Creates invoices for the grantors based on the needs of the grant.

Processes PRs and contracts for the grant based on the grant directives.

Works with Dean and Directors to make sure we are on course for delivering the grant.

Tracks MOU/MOA agreements that have payments associated with them. Reaches out for additional paperwork and supporting documents as needed.

Processes MOU/MOA invoices as needed.

Run Special Assignment Contracts and Back-up Instructor Contracts

Receiving requests for instructor contracts.

Run contracts in college system and route for signatures

DES, Single Agency and Student Billing

• Delivering invoices under DES contract and single agencies to DES or appropriate agency.
• Input bills in ctcLink system.
• Back up for processing student bills that need to be sent to employer for payment.
• Follows up on questions in these areas to help create consistency of communication.
  

Performs other duties as required or appropriately assigned.

• Attend meetings and or conferences as a program representative. Attend weekly operations meetings and play an important role in recognizing and finding potential issues.
• Performs other duties as required or appropriately assigned.These include, but are not limited to program support, campus support and special projects. Duties will be assigned that align with position level, knowledge expectations, skills and capacity. Act as back up to peer duties as requested or instructed by Administration.
  
  

Qualifications You Possess

Minimum Qualifications:

• High school graduation or equivalent AND two years of applicable clerical experience OR equivalent education/experience.
• Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality and accommodate numerous interruptions.
• Position requires high degree of accuracy and attention to detail.
• Excellent communication skills and the ability to work well with others and function as a team member.
• Must be experienced in Access, Word, Outlook and Excel.
• Commitment to a working environment that values a diverse academic environment, inclusive of students, faculty, and staff of diverse cultural, socioeconomic, and educational backgrounds
• Demonstrated experience or participation with persons from diverse backgrounds such as sexual orientation, racial, ethnic, religious, linguistic, gender, age, socio-economic, physical and learning abilities, and a commitment to an inclusive and equitable working/learning environment.
• Collaborative -- The ability to work in culturally diverse groups toward a common goal by involving, including and valuing others.
• Listening -- The intention and ability to attend to what others are saying.

Preferred Qualifications:

• Knowledge of: basic contract legal requirements; contract principles and applications; contracts terminology, practices and procedures; State and Federal laws and regulations governing the award and administration of contracts.
• Ability to: write clearly and effectively; interpret contract terms, requirements and conditions; develop understandable fiscal and status reports; organize, maintain and interpret records of contracts performance; coordinate effectively with contractor representatives and representatives of other agencies.
• Ability to: work in culturally diverse groups toward a common goal by involving including and valuing others; use inductive and deductive reasoning to understand diverse perspectives; attend to what others are saying.

To Apply

Applications must be completed online and include the following attachments:

Cover letter addressed to the Screening Committee highlighting your ability to perform the responsibilities and competencies described in the job posting.

Current resume/CV showing all educational and professional experience which demonstrates how you meet the minimum and any preferred qualifications.

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete. Veterans PreferenceApplicants who meet the minimum qualifications and are wishing to claim Veterans Preference should redact their personally identifiable information from a copy of their United States Department of Veterans Affairs honorable discharge documentation and email to Ksmith35@spscc.edu with the job number for which they are applying in the subject line. Background Check Condition of EmploymentEmployment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.Bargaining UnitThis position has been designated as a bargaining unit position represented by the Washington Federation of State Employees. South Puget Sound Community College values diversity and is an Equal Opportunity Employer and Educator

South Puget Sound Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following person has been designated to handle inquiries regarding non-discrimination policies, Title II and Title IX, Samantha Dotson, Executive Human Resource Officer /Title IX Coordinator, 360-596-5361, ssoto@spscc.edu, Building 25, Room 220, 2011 Mottman Rd SW, Olympia, WA 98512; South Puget Sound Community College is a smoke-free/drug free environment.

Applicants needing accommodation in the application process in an alternative format may contact the Human Resources office at (360) 596-5500.