Position DescriptionTacoma Venues & Events (TVE) is responsible for sports and entertainment venues within the City of Tacoma (including the Tacoma Dome, Greater Tacoma Convention Center, historic theaters, and Cheney Stadium), and the Special Events program.
The Tacoma Venues & Events Business Services division is seeking to hire a full-time Business Services Analyst, Associate professional for their team. The position is responsible for providing program support and logistics coordination for TVE’s contract administration and management, including drafting and supporting certain business agreements, and tracking all agreements department-wide. The Contract Administrator provides support to department heads in procurement process execution, contract processing and editing, drafting various agreements, reviewing insurance documents, responding to internal and external inquiries via phone and email.
Key responsibilities:- Administers a variety of contract and usage agreements, working with department subject matter experts to produce purchasing agreements, professional services, usage, sponsorship and special event agreements.
- Monitors review and execution process for agreements, including follow-up contact with vendors, licensees and sponsors.
- Recommends contract changes to support TVE’s goals and City contracting process and incorporates revisions accordingly.
- In conjunction with COT Risk Management, ensures each agreement maintains proper insurance coverage.
- Promptly advises appropriate subject matter experts of potential issues in the finalization process, contract performance or proper insurance endorsements.
- Primary liaison with City’s Purchasing Department in contract development and execution in City of Tacoma’s contracting system.
- In conjunction with Booking Director, reviews and edits Tacoma Dome licensing agreements including issuing, mark-up, receipt and processing; collects all pertinent information related to the event / agreement; clarifies data points and issues contract to promoter.
- Creates and maintains complex and interrelated records, lists, logs, spreadsheets, client contact information, and databases.
- Monitors and verifies compliance with terms, monitors client deposit payments, insurance certificates and deliverables for service and fulfillment. Develops and provides reports of various statistics and information concerning events and contracts.
- Drafts and sends correspondence to licensees and representatives, including appropriate notices regarding contract performance. Facilitates communication related to contracts and agreements. Serve as liaison for clients for contract clarification and service deliverables.
- Performs special projects requiring research and developments of reports.
Additional information about the Tacoma Venues & Events venues can be found at www.tacomavenues.org !
Qualifications Minimum Education* Bachelor's degree public or business administration or directly related field
Minimum Experience* 1 year of professional experience in public or business administration or directly related field
*Equivalency: 1 year of experience = 1 year of education
Desirable Experience - Familiarity with Contract Management Software, especially Ariba, preferred.
- Previous experience collaborating with subject matter experts to define RFP project scope, deliverables, KPIs and evaluation criteria.
- Proactive and strong organizational and communication skills.
- Ability to make decisions based on incomplete or evolving information.
- Ability to thrive in situations that require flexibility and creativity.
- Ability to identify potential risks associated with contractual obligations and terms.
- Ability to create contract templates to reduce contract administration time.
Work ScheduleThis position is hybrid, working in the office four days a week.
Knowledge & Skills- Demonstrates sound judgement and ability to work independently.
- Ability to develop, edit, and monitor procedures, business processes and workflows and to make recommendations for business process and procedural improvements.
- Gather and compile data for business analysis; performs basic analysis, confirms data accuracy and identifies trends.
- Prepare technical reports; perform numerical and basic statistical calculations; develop training and presentation materials; perform technical writing.
- Create and maintain business accountability systems.
- Provide assistance with business processes including budgets, procurement, financial and human resources activities.
- Coordinate schedules and other logistics for projects.
- Create and maintain spreadsheets; maintain databases and extracts reports from same.
- Coordinate logistical and organizational support for the strategic planning and performance management processes.
Selection Process & Supplemental InformationInterested individuals should apply online and attach a detailed resume and cover letter describing your responsibilities as it relates to the responsibilities of this position.
NOTE: Applications received without attaching the required resume and cover letter may not progress in the selection process.
This is a competitive selection process. You will be required to respond to essay questions outlining your knowledge, skills and abilities necessary to perform the essential functions of this position.
Applicants who meet the minimum qualifications will have their responses to Supplemental Questions #4 to #8 reviewed and scored by a committee of subject matter experts, as the Experience and Training Test . These questions will be scored based on the information provided. It is the responsibility of the applicants to adequately describe all pertinent experience and training. Please make sure you read the questions and provide complete informative answers, including your roles in the position and key activities. DO NOT respond with see resume in lieu of answering these questions; this will result in a failing score. Providing false information will result in disqualification.
City of Tacoma Commitment to Diversity and Inclusion One of the primary goals of the Equity and Empowerment Initiative 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.
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.
The online application system requires you to enter a substantial amount of information. In order for your application materials to be considered, all information must be submitted before the closing date and time listed on this job announcement.
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.)
The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Employees' Retirement System (alternate plan for Police/Fire); continuing education and advancement opportunities and a growing variety of City-sponsored health and wellness opportunities and incentives.
Medical Coverage: For eligible employees and their families, including domestic partners and dependent children age26 or younger.
Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age26 or younger.
Vision Coverage: For eligible employees and their eligible dependents.
Paid Leave: City employees are entitled to received paid holidays, sick/vacation leave or personal time off (PTO), depending upon union affiliation and appointment type.
Insurance Plans: Employees are covered by a long-term disability plan. Short-term and expanded long-term disability insurance plans are also available to employees. The State Industrial Insurance Act also covers employees.
Deferred Compensation: Income can be set aside on a pretax basis and invested for supplementation of normal retirement income.
Retirement: All employees of the City, except members of the Police and Fire services, Tacoma Rail and certain project employees, are included in the Tacoma Employees' Retirement System. Information on the Tacoma Employees' Retirement System can be found at www.cityoftacoma.org or by calling (253) 502-8200.
Other Employment Information
Direct Deposit: Employees are paid on a bi-weekly schedule by direct deposit.
Salary Increases: Based on satisfactory job performance, the City provides for a regular progression of salary increases for most classifications according to the salary schedule.
Union Affiliation: Many job classifications are covered by union security provisions which require union membership, dues, or payment of equivalent service fees.
Note: The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.
Closing Date/Time: 8/1/2024 5:00 PM Pacific
