Community Grants Administrative Specialist

City of Seattle•Seattle, WA

3d•Hybrid

About The Position

The Seattle Department of Neighborhoods (DON) is dedicated to strengthening Seattle by engaging all communities. Our mission is to bring government closer to residents by fostering civic participation, empowering community contributions, and increasing the involvement of Black, Indigenous, and People of Color (BIPOC) in civic discussions and opportunities. The Community Grants (CG) Team within DON manages impactful programs and awards over $5 million in grants to community-led initiatives. The team includes the Neighborhood Matching Fund (NMF), the Food Equity Fund (FEF), and Participatory Budgeting. NMF funds projects that enhance Seattle's neighborhoods, such as park improvements, playgrounds, public spaces, public art, youth development, community events, festivals, race and social justice initiatives, and cultural sharing. FEF, funded by the Sweetened Beverage Tax, invests in an equitable and sustainable local food system, supporting projects that increase access to culturally relevant food, sustain community farms, foster food entrepreneurship, and advance food justice. This role is for an Administrative Specialist to support the NMF, FEF, and Participatory Budgeting teams, serving as a primary point of contact for community members and managing administrative duties for both grant programs.

Requirements

Strong organizational and prioritization skills, especially in high-volume environments.
Attention to detail and accountability to follow through on assignments.
Successfully provided administrative support to two or more teams simultaneously.
Expertise with Teams, Webex for meeting administration, SharePoint, Word, and PowerPoint for communication, and shared files, as well as providing technical support to teammates.
Experience with databases and ability to learn online grant management systems.
Created agendas, taken minutes, and captured and tracked action items.
Supported scheduling/registration for a variety of internal and external events.
Managed workshop preparation and coordination, including preparation of materials, language access – translation of materials, live interpretation, etc.
Ability to pull and format data across different tracking systems – Excel, Grants management systems such as Fluxx, and/or WebGrants.
Experience using mail merge for notification letters and packaging contracts, and digital signature applications such as Adobe Sign for contract signatures
Supporting program communications (using existing templates), via newsletters, blogs, and updating of websites.
Two years of clerical support experience OR Equivalency : A combination of experience, training, and/or education that provides evidence of the ability to perform this job.

Nice To Haves

Supporting DON’s commitment to lead with race and center the needs and lived experiences of communities with a history of harm, including BIPOC, LGBTQ+, people with disabilities, immigrants, and refugees.
Providing respectful and responsive customer service and support to internal and external customers, including knowing when to escalate concerns to a team member or supervisor.
Anticipating and adapting to differing NMF, FEF, and Participatory Budgeting team needs and providing administrative support so that team members can work efficiently.
Being a good teammate

Responsibilities

Serve as a contact for Community Grants incoming inquiries by telephone, email, online database system, etc., and track and forward inquiries and requests to appropriate staff
Provide timely responses to inquiries from key partners, including DON staff and management, community applicants, and other City department staff
Provide clerical support in the granting process, including technical support, preparing correspondence for applicants, maintaining filing system for project files, updating program documents, packaging of contract materials, etc.
Create, organize, disseminate, and track electronic and paper documents (project files, application materials, invoicing, meeting minutes, presentations, etc.)