Contracts Specialist

About the Department

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.

This is a professional level position that reports to the Budget and Procurement Manager and is responsible for developing contracts and conducting procurements, from initial program request through contract while providing contract administration support. The incumbent ensures that applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures are followed when planning procurements; preparing solicitation documents and scopes of work; and negotiating, drafting, and execution of complex contracts, grants, leases and other transactional documents and instruments to provide or obtain services and/or goods.

Position Duties

Contract development, procurement, and execution
Tasks include: 

• Analyzes and applies applicable procurement rules to specific situations to determine customer options for contracting and procurement; consults with appropriate program staff to clarify the business need, scope, and deliverables and determine best available option for the customer.
• Works with program staff to translate business requirements into scopes of work, measurable deliverables, acceptance criteria, performance expectations, and payment provisions.
• Develops and prepares competitive solicitations for goods and/or services, including scopes of work, specifications, and evaluation criteria in coordination with appropriate program staff.
• Coordinates the competitive solicitation process, including developing, finalizing and posting solicitation documents, arranging and conducting meetings with contractors and vendors, maintaining files of solicitations for audit, coordinating contractor/vendor evaluations with program staff, announcing apparent successful bidders, administering contractor/vendor complaint and protest proceedings, and contracting with successful bidders.
• Analyzes and drafts basic and complex contracts and amendments, including scopes of work, deliverables, performance expectations, and compensation provisions for compliance with applicable federal and state laws, rules, and regulations, as well as office and state procurement policies and procedures, to minimize risk and meet customer objectives.
• Coordinates review of draft contracts and solicitation documents, incorporates approved revisions, and prepares complete contract packages for execution.
• Conducts due diligence searches on contractors and vendors and documents results in files on Contracts drive.
• Consults and collaborates with program staff and Attorney General's Office as appropriate regarding contract terms, draft language, revisions and legal matters.
• Negotiates with contractors, vendors, and other counterparties on scope, deliverables, pricing, schedules, and other transaction terms.
• Uses clear, concise, and consistent language in drafting contracts and amendments, including revisions based on program and legal review; maintains a list of authorized signatories.
• Ensures that all contracts and amendments are properly executed by all necessary parties, are notarized and recorded (as appropriate), and that required approvals, attachments, and other steps are completed to finalize the transactions for the office, including that appropriate documentation of insurance coverage is obtained, that the contracts are filed and entered into appropriate electronic databases, and that copies are distributed to the appropriate parties.
• Follows established conventions for naming, organizing and storing electronic files, folders and documents on Contracts drive.
• Provides post-award technical support to contract managers and program representatives regarding whether all contractual terms and conditions are met by contractors and the office; helps coordinate termination of contracts and other transaction documents.
• Works with contract managers and Attorney General's Office as appropriate to support assessment and resolution of contractor claims and disputes.
• Supports contract closeout activities and documents necessary steps when assigned.
• Attends trainings and seminars with partner agencies.

Consults with program staff
Tasks include: 

• Serves as subject matter expert for contract development and procurement for goods and services for the office.
• Builds collaborative relationships with division staff to develop clear contract requirements and facilitate proper adherence to required regulations.
• Conducts periodic visits to program staff facilities.
• Provides periodic training on contract drafting, solicitation development , and emerging procurement topics to program staff.

Miscellaneous
Tasks include: 

• Develops and maintains contract development checklists, systems, and procedures to enhance efficiency and consistency.
• Develops and maintains contract, grant, lease, and other transaction templates.
• Develops and maintains a library of pre-approved contract language.
• Attends staff meetings and provides training refreshers to contract managers and division leadership.
• Participates in the preparation and drafting of office policies and procedures.
• Organizes and maintains electronic files on Contracts Drive and in Contracts lnbox; manages and removes electronic files in accordance with applicable record retention requirements.
• Participates in work group sessions to develop/update/incorporate procurement-related forms, contract language, templates, and processes
• Updates and administers Forecasted Needs Report webpage on the OSOS public website.
• Serves as backup to administrators of other OSOS webpages (Current Procurements, Interlocal Agreements) on the OSOS public website.
• Coordinates with purchasing officers to conduct reviews of terms and conditions on prospective purchases of goods and/or services.

Minimum Qualifications

Required Qualifications:

• Three years of experience in developing or drafting government contracts, preparing competitive solicitations, negotiating, administering or terminating government contracts, contract property management, contract cost or price analyses, or contract compliance administration.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.

Preferred/Desired Qualifications:

• Bachelor's degree in public administration, business administration, business law, commerce, economics, mathematics, statistics or closely related field; Additional qualifying experience may be substituted, year for year, for the required education.
• Certification in Washington State Contracts and Procurement and Purchasing training.
• Demonstrated experience developing contracts, statements of work, deliverables, payment terms, or other contract documents.
• Experience preparing competitive solicitation documents and coordinating evaluation or award activities.
• Demonstrated knowledge of contract law, principles of negotiation, and contract drafting.
• Demonstrated ability to draft clear contract language, policies and procedures.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. 

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Other Qualifications

Working Conditions
Work is performed in standard office environment, sitting at a computer for long periods of time. The standard business hours are Monday - Friday from 8am -5pm.  Position communicates information both verbally and written with both internal and external customers.  Occasional local travel to other office locations.  Ability to represent the Office of the Secretary of State in a competent, confident, and professional manner.  The incumbent must be able to maintain the highest level of confidentiality at all times.  Ability to occasionally move and maneuver objects weighing up to 40 pounds with or without reasonable accommodation.

How to Apply:

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current Resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.  In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must black out your social security number before attaching it to your application.
• Candidates who are offered a job with OSOS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
• OSOS complies with the employment eligibility verification requirements of the federal government eligibility verification I-9 form. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
• OSOS does not participate in the E-Verify program and therefore cannot support STEM OPT Extensions.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should email [email protected].

Benefits

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note:  If the position offers benefits which differ from the following, the job posting should include the specific benefits. 

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays 
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. 

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave 
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. 

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.  

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave 
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

Supplemental Questions

Required Question

Agency Information

EmployerState of WashingtonAddress View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504 Website http://www.careers.wa.gov