Grants & Project Coordinator

Grants And Project Coordinator

The Grants and Project Coordinator manage the full lifecycle of capital improvement projects for City facilities, parks, utilities (water, wastewater, stormwater, reclaimed water), transportation systems, and other municipal infrastructure. This position plays a key role in securing and managing grant funding, ensuring regulatory compliance, and coordinating all phases of project delivery—from conceptual/final designs, permitting, construction bidding, and closeout. All qualified candidates are strongly encouraged to apply by June 8, 2026 (first review).

Essential duties and responsibilities include administering and overseeing projects through funding, design, permitting, bidding, construction, and closeout phases; coordinating closely with the Finance Department, City Inspector, and consultant project design teams; preparing requests for consultant design services, evaluating proposals, and managing professional service contracts; researching funding opportunities, writing grant proposals, managing grant applications and award funds, ensuring compliance with grant requirements, and city, state, and federal regulations; monitoring preparation of plans, specifications, budgets, and schedules to maintain project scope and quality; coordinating the city internal reviews of all preliminary and final project reports, plans, specifications, and cost estimates; managing communications and outreach activities with residents, contractors, consultants, and partner agencies; preparing and delivering presentations to the City Council, community groups, and other stakeholders; maintaining detailed project documentation, reports, and financial tracking; coordinating handover from design to construction, including coordination with Engineers, inspectors, maintenance, operations, and other agencies; assisting in the resolution of construction issues/changes, reviews change order documentation and contract changes; coordinating federally funded jobs to ensure the project and City staff meet all the additional documentation requirements; promoting the timely and cost-effective completion of high-quality public improvements; assisting with the development of annual capital improvement project plans; experience with procurement processes related to local governments within the State of Washington; assisting with the scheduling and preparation of Public Works City Council briefings and Resolutions; assisting with clerical and administrative support services for the Public Works Department for the City.

Qualifications/requirements include strong research, communication, organizational, and attention-to-detail skills; proactive, collaborative, and skilled in managing multiple projects and priorities; a strong understanding of the Microsoft Office suite of software applications; experience with asset management, GIS and engineering software applications is highly desirable; high school diploma or equivalent is required; an associate's degree in engineering, project management, or related field is strongly preferred; five (5) years of progressively responsible experience in public or private sector engineering, construction, and/or public works projects, or an equivalent combination of project management experience, education, and training to successfully manage the design and construction of large and small scale infrastructure improvement projects; demonstrated proficiency in preparing technical documents and other correspondence related to large-scale public works and routine general maintenance projects; skills in expressing ideas clearly and concisely, orally and in writing; demonstrated ability to work cooperatively in a team environment and to effectively communicate with team members and others; ability to work courteously and effectively with City staff, regulatory agencies, the business community, contractors, suppliers, and citizens; ability to complete mathematical calculations required for the position; ability to track project costs and control expenditure according to the project budget; understanding public sector budgeting, governmental finance issues and fund accounting is beneficial; project management coursework/certification(s) is desirable, or ability to acquire within 6 months of employment; have, or can obtain a valid Washington State Drivers' License and can follow Federal and State Motor Vehicle Laws; ability to use standard hardware and software in an office environment, including MS Office suite software; ability to prepare PowerPoint presentations, MS Word memorandums, City Council briefings and Resolutions; knowledge/use of project management and/or project scheduling software is desirable; ability to exercise a high degree of sound independent judgment and be able to work within established guidelines with moderate to minimal supervision; ability to solve problems and deal with a variety of variables in situations where little or no standardization exists; ability to interpret a variety of information and instructions furnished in written, oral, diagram, or schedule form.

Work environment conditions include office environment, occasional outdoor work in varying weather conditions, exposure to heavy equipment, machinery, and moving parts; regularly required to walk, stand, stoop, and sit at a desk; occasionally exert or lift up to 25 pounds; specific vision abilities that include close vision.