Grants & Project Coordinator

City of Shelton•Shelton, WA

2d•Hybrid

About The Position

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.

Requirements

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.
High School diploma or equivalent is required.
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.
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.
Ability to complete mathematical calculations required for the position.
Ability to track project costs and control expenditure according to the project budget.
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.
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.
Have, or can obtain a valid Washington State Drivers’ License and can follow Federal and State Motor Vehicle Laws.

Nice To Haves

An Associate’s degree in engineering, project management, or related field is strongly preferred.
Experience with asset management, GIS and engineering software applications is highly desirable.
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.
Knowledge/use of project management and/or project scheduling software is desirable.

Responsibilities

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.
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.