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State of Washington Classified Job Specification

CONTRACTS ASSISTANT

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CONTRACTS ASSISTANT
144E
Category: Financial Services

Definition

Assists in contract development, award, administration and termination; in a large contracts staff may be assigned one or more specialized functions such as the review of status reports or the development of contract close-out letters.

Distinguishing Characteristics

Positions in this class review contract proposals for conformance with law, develop bid invitations, check and develop contracts status reports, review, for contract conformance, billings for contracted goods or services, maintain contract financial status information, and develop contract close-out letters and reports.  Incumbents may assist in the development of contract specifications, determination of pricing levels, or determination of contract performance.

Typical Work

Assists Contracts Specialists or other agency officials in the development of contract specifications; terms, pricing and bid invitations; assists in contracts negotiations, awards and performance review; 

Develops and maintains contracts expenditures and financial status reports; reviews claims for conformance with terms of contract; 

Reviews draft contracts for compliance with provisions of governing laws and statutes; when required, obtains decision or ruling from the Office of the Attorney General; 

Coordinates contracts fiscal information with agency accounting office; provides progress and contracts status information to other staff sections of the agency; 

Assembles background material for attorney in appeal cases or when rate finding is contested by vendor; 

Maintains contracts records including progress reports and financial reports; develops contract close-out documents from records and original contract agreement; 

Develops required Federal or State contracts status, progress or financial reports; coordinates reports internally and with representatives of other department divisions or with representatives of other agencies; 

Reviews contract audit or inspection reports; follows up to see that contractors compliance report is submitted on schedule; develops remedy to audit exceptions; notifies vendor or contracting agency of determination and whether repayment will be required; 

Performs other work as required.

Knowledge and Abilities

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.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

Desirable Qualifications

A Bachelor's degree with major study in business administration, or closely allied field, or public administration.  

Technical experience in the development, administration or termination of contracts may be substituted for college-level course work on a year-for-year basis.

Class Specification History

New class: 7-14-78
Class code change (formerly 4668): 7-1-91
New class code: (formerly 46780) effective July 1, 2007

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