Management Support Technician, Senior

The City of Tacoma Neighborhood & Community Services Department is recruiting for a full-time Management Support Technician, Senior to perform a variety of technical duties related to contracting and billing. Responsibilities include but are not limited to: data input and managing billing and reporting related to human service provider contracts, exporting information collected to inform the City about contract performance, maintaining spreadsheets to track obligations, expenditures and performance benchmarks, processing contract invoices, and maintaining hard copy and electronic files. This position provides administrative support associated with allocating human services funding, contract development and contract monitoring, and documenting vendor performance.

This position is responsible for managing information and data for the Neighborhood & Community Services Department. Must have advanced written and verbal communication skills. Must have intermediate to advanced level of proficiency with Microsoft Office products. Incumbent is responsible for the administration of contract execution, monthly contract billings, and tracking monthly performance reporting. Incumbent will serve as a subject matter expert and administrator for the database(s) used by the department for contracting processes, billing, reporting, and data collection, as well as the department SharePoint and external website. This position is also responsible for the development of reports, funding applications and funding tools, as well as collecting, exporting, and compiling data to inform department staff about contracts and community needs. Incumbent will develop and maintain funding portfolio spreadsheet to track all contracts, including contract amounts, spend down, and performance measures, maintain contract files and provide support by assisting in planning core processes and implementing phases of projects.

The work environment requires staff to establish and maintain cooperative and effective working relationships. This is a key  support position, and the ideal candidate will possess exceptional communication skills and organizational skills, including the ability to adjust and balance multiple priorities to meet tight deadlines.

The work associated with this position will be performed through a combination of teleworking complemented with onsite work and meetings as needed. Employees must reside in Washington state and within a two-hour commute of the worksite to respond to workplace reporting requirements.

Benefits

The City of Tacoma provides excellent medical, dental, and vision benefits for the whole family; paid holidays and personal time off; participation in Tacoma's Public Employees' Retirement System and a growing variety of City-sponsored health and wellness opportunities. For more information on the City of Tacoma's benefit package feel free to explore City of Tacoma Benefits.

City of Tacoma Commitment to Diversity and Inclusion

Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. One of our goals is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.  Minimum Education*

High School Diploma or GED

Minimum Experience*

3 years of office and/or program support experience

• Equivalency: 1 year of experience = 1 year of education Key Responsibilities

Database Management

Administration of SAP Ariba, Smartsheet, NCS SharePoint site, and NCS external website.

• Develop, maintain, and distribute reports for contracted programs.

• Develop and maintain master contract spreadsheet.

• Develop various templates and tools for funding processes.

• Maintain and update contact information and profiles for database users.

• Serve as a subject matter expert for databases used by the department.

• Provide technical support and training to all database users (internal and external).

Contract Billings

• Review contract billings and associated performance reports for accuracy and completeness and route for processing.

• Develop and maintain contract billing templates.

• Manage master contract spreadsheet.

Administrative Support for Core Processes (Funding, Contracting, Monitoring)

Funding Processes:

• Ariba Department Owner

• Send emails to interested parties and update department website.

• Scheduling and logistical support for trainings, oral presentations, and various meetings.

• Create and maintain various forms, tools, and reports used by both raters and City staff.

• Participate in preparation and development of presentations.

Contracting:

• Serve as department owner and subject matter expert for contract workspaces in Ariba.

• Review contract documents for accuracy before routing within Ariba.

• Develop and manage the contract/amendment/change order status spreadsheet.

• Route contract and other related documents for signature via DocuSign.

• Serve as liaison with Purchasing division to ensure common understanding and consistency in implementation of contracting processes and ensure all contracts, amendments, and change orders are executed timely.

Contract Monitoring:

• Compile monitoring tools and reports for Contract/Program Auditors.

• Create Smartsheet monitoring sign-up sheet for scheduling.

• Send completed reports for internal and external signature via DocuSign.

• Prepare and send correspondence, including completed monitoring reports, to contracted programs.

Communication/Information Management

• Manage the NCS Contracting shared email inbox.

• Work as part of a team to ensure consistency and continuity of processes.

• Maintain and monitor NCS SharePoint sites, including developing standard naming conventions and storage guidelines.

• Communicate with internal and external partners to ensure common understanding and consistency in implementation of processes.

Records Management

• Create and manage email distribution lists.

• Maintain contract files and other electronic files, adhering to appropriate records retention policies.

To be considered for this rewarding career opportunity:

If you meet the minimum qualifications, please complete the online application and attach a detailed resume and cover letter describing your experience as it relates to the responsibilities of this position.

NOTE: Applications received without the required resume and cover letter may not progress in the selection process. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

Candidates who are eligible for Veteran's Preference scoring criteria must attach a copy of their DD-214 member copy 4, (proof of military discharge form) at time of application, to be eligible for review for Veteran's Preference points.

Examination Process

Candidates who meet the minimum qualifications will be invited to participate in an online skills assessment, and responses to the experience questions evaluated, as the Experience and Training assessment for this recruitment. Applicants who receive a passing score will be placed on the eligible list for interview and hiring consideration. 

Appointment is subject to passing a background check. New employees must successfully complete a nine-month probationary period prior to obtaining permanent status in this classification.

Communication from the City of Tacoma

NOTE:  For questions regarding this specific recruitment contact Kat Flores, HR Analyst.

We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253-591-5400 by 4:00 PM of the closing date of the job  announcement. This will allow time to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 AM and 5:00 PM Pacific Time.)