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State of Washington

Contracts and Procurement Assistant - Contracts Assistant - Non-Permanent - 2025-08366

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Description

Title- Contracts and Procurement Assistant

Classification- Contracts Assistant

Job Status- Full-Time/Non-Permanent

Appointment Length- A period of one (1) year from the date of appointment
WDFW Program- Financial Services Program – Contracts & Procurement Office
Duty Station- Olympia, Washington – Thurston County

Hybrid/Telework- A flexible hybrid schedule may be considered at the discretion of the hiring manager; however, the successful candidate must be available to report to the Olympia, WA duty station as needed. The selected candidate may be able to telework/work remotely up to two (2) days per week during the probationary/trial service period.

Learn more about being a member of Team WDFW!

Photo Caption: Bald Eagles in Autumn – Photo Credit: Bill Hebner

Join our Financial Services team and play a key role in improving agency operations and decision-making through data analysis, recommendations, and commitment to best practices.

As the first point of contact for the agency’s customers, this is an opportunity to utilize your strong customer service skills while supporting the Contracts and Procurement Office.

In this dynamic role, you will provide contract guidance and procurement planning, perform professional contract and purchasing administration, maintain procurement and contracting documents, and complete data entry in various state procurement and contracting systems and WDFW’s SharePoint site.

What to Expect-

Among the varied range of responsibilities held within this role, the Contracts and Procurement Assistant will,

Perform Contracts and Procurement Administration:

Provide administrative support to their supervisor and coordinate office operations.
Provide general administrative assistance for the team, including scheduling meetings, taking minutes, and following up on action items.
Maintain the program’s intranet web page, ensuring content is accurate and current.
Respond to questions from agency staff, other governmental organizations, and private firms regarding contracts and agreements.
Provide support in the development and implementation of contract management tools and procedures.

Provide Contracts and Procurement Support:

Serve as the first point of contact for inquiries; respond to or direct inquiries to the appropriate compliance team/personnel.
Support solicitation processes to include evaluation documentation, filing, and tracking responses.
Receive, review, file, and maintain vendor certificates of insurance certifications, following up with vendors as needed.

Compliance and Recordkeeping:

Help maintain and monitor reporting requirements.
Respond to public disclosure requests, as assigned.
Maintain files, ensuring proper storage, retention, and security.

Working Conditions:

Work Setting, including hazards: Work is performed indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments including fluorescent lights and extensive computer use.

Schedule: This position is full-time, working 40 hours per week. Standard business hours are Monday – Friday, 8:00 A.M. to 5:00 P.M. but the incumbent may be expected to adjust the work schedule to meet business needs. A flexible work schedule can be considered at the incumbent's request, subject to supervisory approval.

Travel Requirements: Some travel may be required, and is typically local or regional, to meet with field staff or attend/provide training.

Customer Interactions: Interact regularly by phone, Teams, e-mail, and in-person with widely varied customers.

Qualifications:

Required Qualifications:

Option 1: High School Diploma or GED

AND

Three (3) years of professional experience in the development, administration, or termination of contracts; bookkeeping; and/or accounting.

Option 2: Associate’s degree with major study in business administration, public administration, or closely allied field

AND

Two (2) years of professional experience in the development, administration, or termination of contracts; bookkeeping; and/or accounting.

Option 3: Bachelor's degree with major study in business administration, public administration, or closely allied field

AND

One (1) year of professional experience in the development, administration, or termination of contracts; bookkeeping; and/or accounting.

Preferred Qualifications:

In addition to the required qualifications, our ideal applicant will possess some or all the following:

Knowledge of and skills in applying relevant policies, regulations, standard methods, and procedures related to contracting and procurement development and administration in Washington State.

Ability to effectively communicate and work cooperatively with staff, other departments, vendors, governmental agencies, and the general public.

Experience:

Coordinating with vendors, stakeholders, or internal teams.
Preparing reports or summaries on contracts or procurement activities.
Using tools such as Outlook, SharePoint, Teams, or other collaboration and productivity software.

Two (2) years of professional experience with contracts, including knowledge of:

Basic contract legal requirements.
Contracts practices and procedures.
Contracts principles and applications.
Contracts terminology.

One (1) year of experience in:

Procurement of goods and services.
Purchasing, contract, and/or agreement processes and methods.
Filing and records management systems.
Handling confidential information with discretion.
Record keeping in written and electronic formats.

Your application should include the following:

A completed online application showcasing how your qualifications align with the job requirements.
An up-to-date resume.
A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
At least three professional references with current contact information.

Supplemental Information

In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.

Important Note:
All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Union - WFSE:

This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed.

Veteran and Military Spouse Preference Notice:
Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:

Notify us of your veteran or military spouse status by email at danielle.gustafson@dfw.wa.gov.
Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter.
- Please redact any PII (personally identifiable information) data such as social security numbers.
Subject line must include recruitment number, position, and spouse/veteran (example: 2025-1234 – Biologist 1 – Veteran)
Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer

As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.

The Department of Fish and Wildlife is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.

Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.

Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.

Other questions: If you have other questions regarding this position, please reach out to danielle.gustafson@dfw.wa.gov and reference job #2025-08366.

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