Who we are looking for

The VHA is seeking an Administrative Assistant – Development Projects Coordinator to perform a variety of tasks requiring application of complex regulations and sound decision making in the administration of contracts and compliance requirements for development projects. Performs a full range of technical duties involved in the preparation, analysis, and administration of contract documents to ensure compliance with Federal, State, and VHA standards and regulations. Coordinates with staff, contractors, project managers, government agencies, and residents to facilitate projects.

What you’ll do

  • Assists, develops, reviews, and edits boilerplate documents such as solicitations, contracts, letters, forms, and manuals for inaccuracies, and inconsistencies; researches cited RCW, WAC, CFR to ensure references are current, and revises and/or re-writes sections of the boilerplates to reflect Agency changes in procurement and contracting approach.
  • Coordinates insurance requirements for construction contracts, including monitoring to ensure ongoing compliance as applicable.
  • Assists Project Managers and Agency departments in selection of appropriate procurement methods and strategies.
  • Assists Project Managers with coordination of due diligence task for financial closings.
  • Coordinates and oversees the appropriate procurement process based on sources of funds, thresholds, and service needed. Coordinates with Project Managers in preparing and issuing Notices of Award and Notices of Proceed.
  • Determines correct State and/or Federal wages for projects, if required. Monitors certified payrolls as related to construction projects when required. Interprets and explains policies and procedures regarding contracting process, certified payrolls, and prevailing wage rates.
  • Compiles data, prepares, and submits a variety of HUD and other agency reports related to audits and other activities. (i.e., Section 3, MBE, Apprenticeship, etc.). Maintains and provides pertinent back up documentation as required.
  • Monitors construction related funding obligations and expenditures, approves appropriate requisitions, and submitting required HUD paperwork to open, report, and close programs.
  • Performs and/or assists with Project Contract Administration and Close-out, including preparation of reports, logs, files, change orders, and pay requests.
  • Provides administrative support to Development Department and Agency personnel as required.
  • Consistently complies with position and department safety and attendance standards.
  • Establishes and maintains positive, productive relationships with employees, residents, public officials, vendors, and other work related contacts.