Position Description
The Seattle Office of Arts & Culture (ARTS) manages the City’s public art program, cultural partnerships grant programs, the Langston Hughes Performing Arts Institute, and The Creative Advantage initiative in the effort to foster a city driven by creativity that provides the opportunity for everyone to engage in diverse arts and cultural experiences. In alignment with the City’s Race and Social Justice Initiative, we work to eliminate institutional racism in our programs, policies, and practices.
We are seeking a skilled, detail-oriented Contracts & FLUXX Coordinator to join the team! In this position, you will play a critical role by serving as the first and main contact for the routing and tracking of grants & contracts as well as the technical oversight of grants and contracts management systems for ARTS. This role will serve as the subject matter expert on the GMS/FLUXX and CCMS systems for the office.
Job Responsibilities
Here’s more about what you will be doing in this role:
Internal Contract Routing. Oversee all of the contract routing in the office. Work with the Finance Manager to develop and implement policies and procedures around contract routing and processing. Track contract status. Coordinate with program managers. Obtain signatures through Adobe Sign and ensure agreements, contracts and amendments are encumbered in PeopleSoft.
Citywide Grants Management Systems (GMS)/FLUXX/CCMS(Consultant Contract Management System): Responsible for primary support duties in GMS/FLUXX/CCMS. Train staff on current use of systems and keep up to date on system updates to continue the training of staff in the future. Provide assistance to ARTS staff and external partners utilizing the GMS/FLUXX system to troubleshoot problems. Build forms and applications in the GMS/FLUXX system to support staff working on department grants and funding programs and officewide processes. Train staff and manage Consultant Contract Management System (CCMS).
Contracting Policies and Procedures: Collaborate with Finance Manager on department policies and procedures for contract processing.
Officewide Data and Systems Support: provides officewide support on pulling of records and data from the systems including systems related to panel processes and database management.
Your effectiveness in this role will depend on your ability to:
- Provide exceptional customer service and technical assistance to internal stakeholders and external partners.
- Apply a racial equity and social justice lens to your work and decision making.
- Effectively communicate – both orally and in writing.
- Think strategically and proactively problem solve.
- Manage multiple priorities and balance competing needs.
The most successful candidates will possess a combination of the following:
- Proficiency with Grants Management Systems, FLUXX and Consultant Contract Management Systems.
- Proficiency with Microsoft Office applications, including Outlook, Teams, Excel, and Word
- High-level attention to detail, record management, and organization skills
- Commitment to race and social equity
- Exemplary time-management, organization, and prioritization of work
Qualifications
In addition to the ability to perform the tasks described above, you will need to possess the below required qualifications (or a combination of education and/or experience and/or training which provides an equivalent background required to perform the work of the class):
- Three years of clerical support experience
Please note this advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Additional Information
This position is classified as an Administrative Specialist III. It is an overtime eligible, full time, regular-status position.
This position will be expected to be in-office at least twice a week and comply with City of Seattle Return to Office policies. Individual schedules will be based on agreement between the employee and their supervisor.
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City’s website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.
APPLICATION PROCESS:
For optimal consideration, please include a resume and cover letter with your application. We encourage you to use your cover letter to discuss why you want to do this work and how you meet the qualifications for the position. Your resume should summarize the talent, experience, knowledge, and skills you bring to this work.
Here is resource for Application and Interviewing tips (Download PDF reader) with the City of Seattle.
Who may apply: This position is open to all qualified candidates that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience.
This hiring process involves a background check of conviction and arrest records in compliance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17. Applicants will be provided an opportunity to explain or correct background information.
Questions? Please contact Nicolette Hornbeck at Nicolette.Hornbeck@seattle.gov
