Contracts Supervisor (FA 5)

Full Job Description

Contracts Supervisor (FA 5)

At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact.

From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce, and the breadth of the lived experiences and perspectives team members bring to the work.

We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes.

We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshaping systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

The Financial Services Division (FSD) provides professional accounting, budget, contracting, and internal control services that support Commerce's financial health and compliance objectives and ensures financial compliance with state and federal regulations and accurate financial reports for the Annual Comprehensive Financial Report (ACFR).

Reporting to the Program Accounting Manager, the Contracts Supervisor is responsible for the agency fiscal contract management oversite and oversight of the Contract Management System at the Department of Commerce.

This role serves as the division expert in Commerce fiscal contracting processes, signature authority reviews, Contract Management System security, Inter-Agency Receivables, contract reconciliations, reviewing and executing contracts and contract amendments, disposition records, and international wires.

Provides expert level financial review, analysis and interpretation of fiscal data in accordance with Generally Accepted Accounting Principles (GAAP), federal regulations, Washington State regulations, and agency policies and procedures for accounts payable, accounts receivable, and records retention.

Requirements

Responsible for the oversite of contracts within Accounting

Tasks include:

· Assigns work tasks to Fiscal Analysts 2's and 3's in order to support the accurate and timely payments related to contract payments. Commerce rent payments. warrant re-issues, inter-agency payables. and international, loan, and federal wires.

· Research and pay any outstanding invoices not paid in a timely manner.

· Analyze, review, and release AFRS payment and accounts receivable batches.

·Reviews and approves inter-agency receivable warrants in the Contracts Management System.

·Provide guidance on complex contract payables and receivables, assist with resolving issues and explaining Commerce's process to internal and external customers.

· Resolve discrepancies or staff errors on contract payments and inter-agency receivables, complete warrant corrections, migrated warrants, or journal vouchers to correct mistakes.

· Complete monthly reconciliations related to contract payables and receivables

· Ensure contracts and contract amendments are being executed in CMS timely and assist with resolving issues.

· Create, update, and maintain desk manuals for work performed within team.

Fiscal security management of the Contracts Management System

Tasks include:

· Creates and assigns roles for new Financial Services Division employees and for Developmental Disabilities Council (DDC) partners in the Contracts Management System C(MS).

· Reviews and verifies system security records for CMS are accurate and limit agency risk with accessibility to the functions within CMS.

· Review signature authority and update CMS with current security permissions to allow Program Warrant Approver roles throughout the agency.

· Manage the CMS Table Maintenance screens agency-wide

· Act as the agency fiscal expert for CMS, assist with resolving issues, problem-solving complex scenarios. ensuring CMS reconciles with AFRS.

· Provide training to fiscal staff on CMS functionality and assist internal customers with issues. Work closely with Information Services (IS) to resolve issues.

Responsible for the oversite of records retention and disposition reports

Tasks include:

· Ensures there are no legal holds on disposition reports and that requests are being responded to in a timely manner.

· Maintains Accounting tracking mechanism to log records with legal holds.

· Provides guidance on allowable disposition reports in a timely manner.

Supervision

Tasks include:

·Supervise contract payable and receivable analysts including planning. leading.

organizing and controlling the work performed: assures appropriate and optimal use of the organization's resources and enhances the effectiveness of employees through timely appraisal and professional development opportunities: support effective communications and relationships throughout the agency: maintain the highest standards of personal.

professional and ethical conduct and support the State's goals for a diverse workforce.

· Responsible for supervision and to provide guidance. mentoring and training to three contracts fiscal analysts.

· Responsible for planning, organizing and conducting the financial/accounting activities for work performed by staff, maintaining a working knowledge of all duties within the section and ability to perform as needed.

· Provide timely performance expectations and performance reports.

· Monitor trainings for direct reports. ensure required trainings and policies are being completed timely.

· Monitor and approve leave, ensure leave is scheduled appropriately.

· Monitor and approve timekeeping, ensuring that timesheets are accurate and completed timely.

· Work with staff to increase knowledge and competency and pursue projects and efforts that are individually meaningful.

· Work with staff to develop and implement plans to improve performance when necessary.

· Work with Human Resources staff on all personnel issues including hiring and performance.

Other duties as assigned

Tasks include:

· Act as the backup to the Loans & Receivables FA5 Supervisor and the Program Accounting FA5 Supervisor.

· Assist in process improvement workgroups analysis, evaluation and recommendation for change.

· Be familiar with Generally Accepted Accounting Principles (GAAP) and verify that staff follow GAAP in their day-to-day processes.

· Be familiar with part 2, section 200, of the Code of Federal Regulations (CFR) and verify that staff follow 2 CFR 200 in their processes.

· Ability to reference and verify that staff follow the State Administrative and Accounting Manual (SAAM)

· Implement new regulations, policies, procedures and quality/efficiency improvement plans.

· Serves as a Principal Assistant to WMS2 Program Accounting Manager.

· Participates in the AFRS table maintenance.

Qualifications

Required Qualifications:

Education and Experience Equivalences:

• A combination of education and/or relevant experience, equal to seven (7) years of professional financial experience which includes experience with Generally Accepted Accounting Principles (GAAP), Education (18 quarter or twelve semester college credits in accounting, finance, auditing or budgeting from an accredited institution

• Demonstrated ability to work well with others and uphold the Commerce's vision of an inclusive, collaborative, and professional culture

• Two years of professional supervisory experience

• Results Focus — Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets standards and responsibilities, provides leadership

• Collaboration — Helps team and stakeholders meet goals and responsibilities, listens to others and values opinions, promotes a collaborative environment, is a trusted partner who communicates openly and honestly

• Fiscal Accountability - Responsibly and accurately handle the public's money when processing financial transactions

• Excellent written and oral communication skills

• Demonstrated ability to provide excellent customer service and maintain confidentiality

• Demonstrated experience in process improvement and problem solving

• Demonstrated detail-oriented and analytical thinking

• Demonstrated creative, collaborative and trustworthy behavior

• Demonstrated ability to consistently follow applicable financial rules, regulations, and standards

Preferred/Desired Qualifications:

· A bachelor's degree from and accredited institution which includes 18 quarter or 12 semester hours in accounting, auditing or budgeting

• Two years of experience with governmental accounting and Washington state financial systems (e.g. Agency Financial Reporting System (AFRS), Financial Toolbox, and Enterprise Reporting)

• Experience using State and federal policies and laws including the State Administrative and Accounting Manual (SAAM)

• Knowledge of accounting theories and practices, such as internal controls, separation of duties, and cash handling

• Demonstrated knowledge of Federal programs and grants

• Experience reconciling general ledgers to subsidiary accounts and preparing corrections

• Create and populate financial transactions using the Agency Financial Reporting System (AFRS) Financial Toolbox

• Intermediate skill level in the Microsoft Office suite of products including Excel, Word, and Outlook

To be considered for this position, the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov- please reference the job number in your message.

Additional Information

Work from Anywhere in Washington State
This position may be located anywhere within Washington State though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-52t4-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system atcareershelp@des.wa.gov.

Our Commitment to Equal Opportunity
The Washington State Department of Commerce 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, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.