Grants Team - Project Fund and Agreements Coordinator (PFAC)

City of Seattle; Washington; Hybrid; USD 65,000 - 76,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

The City of Seattle's Parks and Recreation Grants Team seeks an organized Grants Administrator to manage grant awards, track deadlines, and prepare progress reports.

Under supervision, you will gather data, write portions of multidisciplinary proposals, monitor reimbursements, and coordinate with funders and internal teams. This role emphasizes equity and service to communities and requires a bachelor’s degree and relevant grant experience.

Qualifications

• A baccalaureate degree in business or public administration, finance, economics or related field.
• Two years of professional-level experience in financial analysis, project management, grant administration, inter-agency agreements, or contract administration.
• Hybrid work environment with occasional evenings/weekends for grant-related events.

Responsibilities

• Assist in prioritizing grant applications with leadership to align funding with department priorities.
• Research funding criteria, deadlines, and gather financial documentation.
• Under supervision, produce quality proposals for private, local, state and federal funders.
• Coordinate progress reports and reimbursement requests for funders.
• Track grant status, deadlines, and deliverables through full grant life cycle.
• Provide technical assistance to project managers and collaborate with funders and internal teams.

Skills

Grant administration

Data analysis

Budget tracking

Report writing

Education

Bachelor's degree in business/public administration/finance/economics

Tools

PRISM

Grants.gov

Microsoft Excel

Job description

About Parks and Recreation:

Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens and swimming pools. Seattle Parks and Recreation equips employees and the public for well-being as we support healthy people, a thriving environment and vibrant community. We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate and enhance quality of life and wellness for children, teenagers, adults and seniors. We strive to deliver excellent customer service to each visitor and participant. SPR is also deeply committed to advancing the City of Seattle's Race and Social Justice Initiative (RSJI) by working to end institutional and structural racism.

Our commitment:

SPR commits to Our City Values, Workplace Expectations, and Racial Equity and Social Justice as core principles that guide our work. We support and hold ourselves accountable by striving to eliminate barriers to access and provide employees with equitable opportunities for professional growth and advancement.

SPR manages 6,414 acres of park land (12% of the city's land total) that comprise more than 485 parks and open areas and include a wide range of facilities and features such as community centers, swimming pools, wading pools and water spray parks, indoor and outdoor tennis facilities, environmental learning centers, special gardens, athletic fields, park boulevards, green spaces and natural areas, golf courses, lawn bowling facilities, boat moorages, fishing piers, neighborhood playgrounds and play areas, boulevards, large shoreline areas, creeks, trails, and an urban camp. To learn more about Seattle Parks and Recreation, visit our website, Facebook page, Twitter account or Parkways Blog.

About Planning & Capital Development Branch:

The Planning & Capital Development Branch (PCD) delivers projects to the citizens of Seattle and is comprised of multiple units. The Planning Unit provides long range and project focused planning, asset management, and community engagement. The Design Unit and Engineering Unit provide project review oversight and upkeep of standards and specifications; while the Design Unit focuses on in-house design and the Engineering Unit has a focus on construction administration, environmental issues, and survey. The Project Management Team leads projects through construction documentation, bidding, permitting, construction, and project closeout. Together these teams are responsible for the implementation of the initiatives funded through the Metropolitan Park District (MPD), REET, grants, and other funding sources. The team collaborates with department and citywide.

SPR Grants Team:

The Grants Team, part of the PCD division, is responsible for securing approximately $15 million in awards annually and manages a portfolio of over 60 active awards totaling ~$60 million to support the development of the City of Seattle’s parks and recreation facilities. The team works very closely with SPR’s Planners, Capital Project Coordinators, Finance, Budget, and Real Property teams to administer awards and secure new funding. This position reports to the Project Funds & Agreements Coordinator Supervisor.

About This Position:

This position supports SPR’s application of and management of grants to help build and maintain a world class Parks and Recreation department. Under the direction of the Project Funds and Agreement Coordinator Supervisor, this position’s primary responsibility is the administration of grant awards. This involves preparing progress reports and requests for re-imbursement. This is highly detailed work which requires simultaneously tracking dozens of deadlines, deliverables, and many other items due to funders. This position may also be assigned with tracking application deadlines, collecting and synthesizing data for grant applications, writing portions of multidisciplinary, and multi-collaborative grant proposals, ranging in size, scope and complexity, to a wide range of public and private external funding agencies and organizations, such as foundations, corporations, governments, and other institutions. The position requires a strong attention to detail and an ability to see the forest through the trees.

The following is an explanation of typical job responsibilities. This work may be adjusted to accommodate need or changes in grant requirements.

Pre-assignment:

• Assist in the prioritization of grant applications in collaboration with PCD leadership, staff and other subject matter experts ensuring alignment of funding opportunities with the department’s priorities
• Research funding criteria and deadlines
• Gather financial documentation to support the application process
• Research and identify potential grant sources of funding
• Under general supervision, produce quality proposals to private, local, state and federal funders

Post-assignment:

• Coordinate all progress reports and prepare reimbursement requests for funders
• Support projects at different stages with multiple deliverables and deadlines
• Utilize documented procedures and detailed project plans to accurately track project charges and other deliverables
• Monitor contract deliverables ensuring deadlines are met
• Provides technical assistance to project managers
• Track grant status and tasks throughout the full grant life cycle and prepare regular reports for management.

Analytical and technological proficiency:

• Coordinate and support data analysis develop tools to track post-assignment grant management
• Use advanced Microsoft Excel skills to create pivot tables, charts, and formulas and collate varied data sets into one system for analysis. Reporting, and the creation of visualizations with Tableau or similar tools is a plus.

Resourcefulness and research:

• Collaboratively perform research on funding sources, census data, programs, other data sets including qualitative data such as community needs related to prospective projects
• Document processes, tracking and retention procedures, creating training materials to support the department upon request
• Project management skills including the ability to coordinate overlapping projects and deadlines, and excellent attention to detail

Collaboration:

• Work on projects that require frequent communication with Project Managers, Funders, other City departments, and other stakeholders
• Support Capital Project Coordinators, funders and others to come to mutually acceptable resolutions related project development challenges

Championing equity:

• Apply concepts of race and social justice to all work and engage in departmental efforts to eliminate racial disparities and achieve racial equity in City government and broader community
• Participate in critical conversations about race and social justice, and use these principles to guide discussions around equity and access through data

Your effectiveness in this role will depend on your:

• Ability to multitask, adapt to rapidly changing environments, and take on varied work
• Commitment to providing excellent customer service both internally and externally
• High attention to detail, follow-through, and accountability on projects
• Resourcefulness and ability to troubleshoot issues in a timely manner
• Being proactive, anticipating needs, and providing appropriate schedules to achieve deliverables
• Ability to maintain and track data for reporting out on KPIs, stated goals, and overall progress and performance.

Minimum Qualifications:

A baccalaureate degree in business or public administration, finance, economics or other field related to this work and two years of professional-level experience in financial analysis, project management, grant administration, inter-agency agreements, contract administration or related work (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class).

Work is currently performed in hybrid manner reporting to the office and from home, Monday-Friday. May be required to work evenings and weekends with varying hours to attend grant funded programs or events and to provide quality customer service to awarded programs.

You will be prepared for this role if you have the following skills, knowledge and/or experience:

Data and Technology:

• A clear understanding of typical grant processes and experience with different grantor requirements.
• Ability to effectively use Microsoft Office Suite with especially strong knowledge of Microsoft Excel (charts, and formulas) and experience collating varied data sets into one system for reporting
• Familiarity with a range of different contract management systems, data systems, and databases (PRISM and/or Grants.gov a plus)
• Experience in data management, data tracking, and reporting both in writing and orally
• Ability to learn new systems and explore new resources as they become available

Research and communication:

• Detail oriented with an ability to see the big picture.
• Can create a compelling narrative referencing quantitative and qualitative data
• Demonstrated ability to communicate effectively, orally, delivering presentations, and in writing
• Experience developing written documentation and other materials for a range of audiences
• Capital project familiarity such as ability to interpret plans, budgets, project timelines, etc.
• Experience matching projects with appropriate funding sources

Collaboration and communication:

• Ability to effectively communicate technical ideas—verbally and in writing—to non-technical and/or non-subject matter experts
• Communicate with clarity and tact, create trusted partnerships, and demonstrate strong interpersonal skills to develop consensus to reach agreement on outcomes
• Ability to listen for understanding, share for clarity, both internally and externally

Project management:

• Ability to assist stakeholders such as project managers, funders, budget staff, and others to ensure timelines and other compliance issues are met
• Understanding of the basic capital project delivery steps including planning, scoping, budgeting, design, and construction

Championing equity and human services:

• A commitment to Race and Social Justice and to serving BIPOC communities, LGBTQIA communities, People with Disabilities, and Immigrant and Refugee Communities, ensuring every community has first class proximate parks that meet their recreational needs.

Special Working Conditions and Work Schedule:

Work is performed in an office environment.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The full salary range for this position is $47.39 to $55.19 per hour.

This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle Parks and Recreation encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle’s Fair Chance Employment Ordinance, SMC 14.17 and the City of Seattle Personnel Rule 10.3 (Download PDF reader). A driving history review may be conducted in compliance with SMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits

We recognize that artificial intelligence (AI) tools, such as chatbots, automated response generators, or language models, can be helpful during the job search process. If you choose to use them, please carefully review all materials before submission to ensure accuracy, as you will be required to affirm that your responses are true and correct during the application process. Submitting inaccurate or misleading information may result in disqualification. Please also note that relying on AI to complete text-based supplemental questions or during interviews may not accurately represent your skills and experiences, which are critical to applicant success. In some cases, you may be instructed not to use AI tools during the selection process. Learn more about the City of Seattle AI Policy here.

Core Competencies

• Accountability & Action: Holding yourself accountable for achieving goals, completing tasks, and delivering quality work. Demonstrating thoughtful initiative in actions and decision-making and promoting high quality standards.
• Equity and Inclusion: Supporting the goals of the Race and Social Justice Initiative and the City's commitment to workforce equity.
• Communication: Sharing and exchanging information and ideas with people in a variety of ways to help them understand and remember the information.
• Service: An ongoing commitment to base decisions and actions on the needs and priorities of the City.
• Teamwork: Participating as an engaged member of a team to achieve group goals. Effectively working with internal and external people to complete tasks and achieve work group goals.