The Procurement and Records Specialist plays a key role in supporting Public Works by overseeing contract administration, procurement processes, and public records management. This position collaborates with departments citywide to ensure compliance, streamline procurement practices, and improve consistency in contract and records management.

Salary: $77,850.00 - $94,627.00

About the Position

The Public Works General Services Line of Business is seeking a skilled and motivated professional to join the Contract Administration and Project Support team as a Procurement and Records Specialist. This role serves as a subject matter expert in procurement, contract management, and public records coordination, while supporting capital-funded projects and City-wide initiatives.
 

Key Responsibilities

• Provide consultation and support in RFP and contract development.

• Review contracts for accuracy and compliance with City standards.

• Interpret procurement laws, develop policies/procedures, and create templates/forms.

• Manage on-call consultant contracts and maintain procurement resources.

• Lead training sessions for City staff and support ERP/contract management systems.

• Research vendors, analyze product information, and support procurement processes.

• Coordinate public records requests in collaboration with the City Clerk’s office.

• Serve as Close-out Coordinator for Public Works project records.

• Work closely with Public Works teams, the City Clerk, the City Attorney’s Office, and other stakeholders to ensure compliance, efficiency, and innovation.

Ideal Candidate Profile
 

The ideal candidate is a proactive and collaborative professional with strong expertise in contracting, procurement, and regulatory compliance. They are highly organized, able to manage multiple priorities and deadlines, and consistently exercise sound judgment and critical thinking.

Key qualifications include:

• Demonstrated experience in contracting, procurement processes, and applicable regulations.

• Proven ability to prioritize and manage competing deadlines in a fast-paced environment.

• A self-starter who takes initiative, solves problems, and manages assignments with minimal supervision.

• Strong interpersonal skills with the ability to engage stakeholders, build relationships, and improve processes.

• Experience with records management, archiving, and file systems.

• Advanced working knowledge of the Public Records Act.

• Excellent written and verbal communication skills; adaptable, enthusiastic, and professional.

• Team-oriented, respectful, and accountable, with high emotional intelligence and a commitment to collaboration and inclusivity.

To Apply

• In addition to the on-line application, please submit a cover letter and resume. Your cover letter should be no more than 2 pages long and outline how you meet the ideal candidate profile listed above.

• This is a continuous recruitment. Apply by October 10, 2025 to be eligible for first review.

• Only electronic applications are accepted.

Contact Information

If you have questions about the position and/or requirements, please contact Heather Reed, Procurement and Contract Manager, at 360.753.8771, or via email at hreed@ci.olympia.wa.us.

Essential Functions

The essential functions of this position include but are not limited to:

Knowledge/Skills/Abilities:

• Knowledge of and ability to use automated records management systems.

• Ability to read, understand, interpret, and apply information in work-related documents, including Washington State statutes related to this position as well as written directions, policies, and procedures.

• Proficiency using standard computer applications such as Word, Excel, and Outlook.

• Experience in negotiating, interpreting, implementing, and administering contracts and related agreements.

• Working knowledge of procurement, project management, and contract negotiation principles and practices, as well as public contract law and public sector liability issues.

• Excellent working knowledge of acquisition requirements, regulations, guidance, and publications.

• Skill in analyzing and interpreting business periodicals, professional journals, technical procedures, or governmental regulations.

• Highly motivated, dependable, and friendly, while maintaining a positive attitude and contributing to a healthy team environment.

• Excellent customer service and communication skills, as well as proven ability to present information to diverse groups and individuals.

• Ability to proofread and detect errors in documents such as reports and contract documents.

• Attention to detail and accuracy when performing routine tasks.

• Organizational and time management skills.

• Ability to exercise independent judgment and seek guidance from supervisor when unsure.

• Ability to work effectively with peers, supervisor, and staff.

Experience/Education:

• Bachelor’s degree in Business Administration, or a closely related field and three (3) years of progressively professional-level contract and procurement management experience.

• Any combination of education, professional certifications and experience which provides the applicant with the desired skills, knowledge, and ability required to perform the job.

• Strong knowledge of computerized accounting systems and spreadsheets required.

Special Requirement:

1. Possession of a valid Washington State Driver's License.

Union:

Independents

Compensation (minimum-maximum):

$77,850.00 - $94,627.00

Exempt:

No

For general application or position questions please contact the hiring supervisor or Human Resources at humanresources@ci.olympia.wa.us.

The City of Olympia complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Manny Bosser, Director of Human Resources, at (360)753-8309 or mbosser@ci.olympia.wa.us. This contact is for ADA accommodations only. If you have questions regarding this recruitment, please contact the manager noted in the Contact section near the top of this recruitment.