Grants & 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). Administer and oversee projects through funding, design, permitting, bidding, construction, and closeout phases. Coordinates closely with the Finance Department, City Inspector, and consultant project design teams. Prepare requests for consultant design services, evaluates proposals, and manages professional service contracts. Assure that the project team members are clear on project purpose, process, and goals. Research funding opportunities, write grant proposals, manage grant applications and award funds, ensure compliance with grant requirements, and city, state, and federal regulations. Monitor preparation of plans, specifications, budgets, and schedules to maintain project scope and quality. Coordinates the city internal reviews of all preliminary and final project reports, plans, specifications, and cost estimates. Manage communications and outreach activities with residents, contractors, consultants, and partner agencies. Prepare and deliver presentations to the City Council, community groups, and other stakeholders. Maintain detailed project documentation, reports, and financial tracking. Coordinates handover from design to construction, including coordination with Engineers, inspectors, maintenance, operations, and other agencies. Ensures appropriate construction notices, press releases, and website updates are completed on a regular basis in coordination with the city communication specialist. Assists in the resolution of construction issues/changes, reviews change order documentation and contract changes. Coordinates contractor requests for information and approval for substitution of materials and/or methods. Coordinates federally funded jobs to ensure the project and City staff meet all the additional documentation requirements. Becomes familiar and up to date with federal and state requirements, WSDOT Local Agency Guidelines (LAG), WSDOT Construction Manual, prevailing wage requirements, and Federal Title VI reporting. Promotes the timely and cost-effective completion of high-quality public improvements. Assists with the development of annual capital improvement project plans. Experience with procurement processes related to local governments within the State of Washington. Assists with the scheduling and preparation of Public Works City Council briefings and Resolutions. Assists with clerical and administrative support services for the Public Works Department for the City The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Strong research, communication, organizational, and attention-to-detail skills are essential. The ideal candidate is proactive, collaborative, and skilled in managing multiple projects and priorities. Has a strong understanding of the Microsoft Office suite of software applications. Experience with asset management, GIS and engineering software applications is highly desirable. To perform this job successfully, the person in this position must be able to perform the duties described satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. To perform this job successfully, the person in this position must be able to perform the duties described satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND EXPERIENCE

: High School diploma or equivalent is required. An Associate's degree in engineering, project management, or related field is strongly preferred. Candidates must also possess 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.

COMMUNICATION SKILLS

: 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. Effectively communicate project status to team members and superiors. Ability to work courteously and effectively with City staff, regulatory agencies, the business community, contractors, suppliers, and citizens.

MATHMATICAL SKILLS

: 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.

CERTIFICATES, LICENSES, REGISTRATIONS

: 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. OTHER SKILLS and

ABILITIES

: 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.

REASONING ABILITY

: This position is expected 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. The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work is typically performed in an office environment. The position may occasionally require outdoor work in varying weather conditions and may involve exposure to heavy equipment, machinery, and moving parts.

PHYSICAL DEMANDS

: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk, stand, stoop, and sit at a desk. The employee must occasionally exert or lift up to 25 pounds. Successful performance requires specific vision abilities that include close vision