Contract Compliance Coordinator-Capital Projects

Work where you play!
Join our team at Metro Parks Tacoma to put your skills to use serving your community and making Tacoma a vibrant, healthy, and welcoming place to live.
 
Who We Are
Metro Parks Tacoma (MPT) is a CAPRA-accredited and AZA-accredited, independent park district that leads efforts to build a healthy, sustainable community. Located in Tacoma, Washington, Metro Parks’ mission is to create healthy opportunities to play, learn, and grow. The independent park district spans the city providing a wide range of life-enriching destinations and services, including 70 parks, 80 miles of trails, 1,000 acres of urban forest, 66 playgrounds, four community centers, Point Defiance Zoo & Aquarium, Northwest Trek Wildlife Park, Point Defiance Park, and much more. Our work is guided by eight core values that are the foundation of our actions and goals: innovation, excellence, equity, inclusiveness, sustainability, accountability, safety, and fun.
 
Why You’ll Love it Here
Come work where you play! You will contribute to the overall vitality and well-being of your community when you work for Metro Parks Tacoma, and you’ll do so as part of a supportive team of committed, passionate, and mission-driven professionals. The people of Metro Parks are the key to its success, and you just might be the next great addition to our team. You’ll receive a competitive wage, along with an attractive benefits package, including medical, dental, retirement, vacation, holidays, and much more. On top of that, you’ll wake each day knowing that you’re helping make Tacoma a great place to call home.
 
Position Information   
Supports the District's mission by providing expert-level advice to district staff and internal business owners for all contracts and procurement, ensuring accurate and consistent application of state contracting/procurement rules and requirements in all contracting and procurement processes. These responsibilities are accomplished through collaboration and coordination with district leadership, program managers and fiscal staff. The Contract Compliance Coordinator position initiates, composes and engages in developing contracts and agreements. Provide guidance and support for design and construction contracts; oversee various contractor/vendor rosters. Ensure compliance with laws and regulations concerning public works process, and with internal policy and procedure.  Monitors contract requirements and completes audit checks.

In the performance of their respective tasks and duties all employees are expected to:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

• Ensure agency compliance with all federal and state regulations and reporting requirements in relation to all procurement and contracts.
• Provide guidance to requesting department representatives in developing best method of procurement encompassing all relevant State Laws (RCWs) and District Policies to minimize risk to the District.
• Perform ongoing contract and contractor audits/evaluations to ensure that goods and/or services are delivered and/or performed in accordance with contract requirements. 
• Update contracts and requirements, special provisions, terms and conditions to ensure compliance with appropriate and new laws, regulations, and policies; communicate contract policy and practices to departments. Attend pre-bid meetings; conduct formal bid openings; review bids/proposals; complete compliance checks includes state and federal debarment check, confirming Industrial Insurance and State training of prime and subcontractors; and issues bid review memo.
• Assist and coordinate audits of contracts and contract process performed by the State Auditor’s Office.
• Prepare, organize and maintain contract records and files documenting contract performance and compliance with the scope of work and deliverables; perform contract closeout activities.
• Review of contract request forms and documentation to ensure compliance with District policy and procedures prior to issuing a contract
• Prepare contracts for proposals, bids, and contract modifications; prepare and administer routine correspondence and contract documentation to ensure timely and coordinated submittals.
• Review contract documents prior to purchase order system approval.  
• Returns bid bonds and review monthly Subcontractor List Form including new intents & Affidavits; monthly/weekly tracking, logging and reviewing certified payroll and Apprenticeship Training hours, and collecting pre-estimate and post-actual MWBE contract amounts.
• Acts as liaison to general legal counsel in the review of contract language, or the execution of contract terms.
• Administer the Small Public Works and Vendor Rosters for the organization, which includes roster advertisements, processing applications, preparing contracts and other documents, and ensuring compliance with Federal, State and Local laws, regulations, rules and/or standards; communicate availability of rosters to other departments.
• Administer the Apprenticeship Training Program which includes coordinating and evaluating public works projects for inclusion of the training program; ensuring compliance with training program regulations and rules and policy updates.
• Collaborates on recommendations for revisions to the agency procurement policy and procedures to comply with Federal and State Laws and regulations and/or to support process improvements and industry best practices.
• Collaborates on creation and implementation of procurement training to improve procurement knowledge among District staff and increase procurement contracting compliance.  
• In relation to contracts and procurement, administer, review, and participate in the collection and/or processing of data and/or information and the preparation of related reports, and communications; audit a variety of data for quality control purposes.
• Respond to requests for contract and procurement information from other departments, consumers, the general public, and/or outside agencies.
• Prepare, review, and submit a variety of contract-related reports for use by internal departments and external agencies.
• Participate in the processing of a variety of transactions involving purchase orders, accounts receivable, invoices, and/or other related functions as it pertains to contracts and agreements.
• Supervise assigned part-time staff, as needed, to include training, prioritizing and assigning work. Oversee and participate in the analysis of information; identify issues and discrepancies; conduct needs analysis; project consequences of proposed actions; formulates recommendations based on findings; implement priorities, work processes, and procedures; and/or, train individuals on established or modified organizational practices and/or procedures.
• Participate in special projects; participate in/on a variety of hearings, task forces, meetings, committees, and/or training sessions.

 OCCASIONAL DUTIES:

• Prepare bid specifications and invitations to bid;
• Perform other duties as assigned.

EDUCATION & EXPERIENCE:

A minimum of three years of related administrative experience. Associate's Degree desired. Public Sector experience desired. 

 LICENSE & OTHER REQUIREMENTS:

• Valid Washington State driver's license with acceptable driving record.
• Obtain a valid First Aid and CPR card within the probationary period.

ENVIRONMENT:

• Office environment.
• Driving a vehicle to conduct work. 

PHYSICAL ABILITIES:

• Seeing to read and develop written and visual materials; monitor personnel and assigned operations and activities.
• Hearing and speaking to exchange information and make presentations.
• Dexterity of hands and fingers to operate a computer keyboard and standard office equipment.
• Safe operations of a motor vehicle.

 HAZARDS:

• Possible contact with dissatisfied or abusive individuals.

KNOWLEDGE OF:

• Federal and state regulations, industry procurement, best practices and agency policy and procedures specific to each type of procurement
• Basic knowledge of contracting concepts, applicable contract law, or public contract acquisition law and regulations.
• Basic knowledge of public records laws and regulations.
• Basic knowledge of financial and accounting principles and processes.
• Full purchasing cycle and how it affects other parts such as accounts payable.
• Planning, organization and direction of assigned divisions or programs.

 ABILITY TO:

• Ability to draft contractual instruments in accordance with prescribed templates and guidelines.
• Plan, organize and direct a variety of programs, projects and activities of assigned divisions.
• Analyze situations accurately and adopt effective courses of action.
• Prepare and administer assigned budgets.
• Interpret rules and regulations.
• Perform emergency first aid and CPR as needed and according to established guidelines.
• Communicate clearly verbally and in writing.
• Assess and evaluate situations effectively.
• Exert optimal effort in successfully completing tasks.
• Take initiative with minimal supervision.
• Extract and record data and carry out calculations accurately.
• Set up and operate equipment that can require selection from options or different settings.
• Manage time efficiently and effectively through scheduling and prioritizing.
• Work within and contribute to the effectiveness of a team, respecting differences.
• Report for work regularly and on time.

METRO PARKS TACOMA IS AN EQUAL OPPORTUNITY EMPLOYER.
All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, political affiliation, disability or any other merit factor. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.
   
MPT employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
 
MPT is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resources at hr@tacomaparks.com.

Employment is subject to a national background check.

This position is an at-will position with no written or implied contractual agreement.