Administrative Assistant - Grant Administrator

Job Description:

Administrative Assistant - Grant Administrator

Description

ESSENTIAL FUNCTIONS

NATURE OF WORK
Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to the Capital Infrastructure Specialist; assists with procurement and contracts, tracks and analyzes grant-funded programs, budgets and expenditures.

The following duties are the fundamental, crucial job duties performed by this position. This is not a comprehensive list of all tasks that may be assigned. Incumbent may be required to perform other duties as assigned and appropriate for the position.

• Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and assists with public disclosure requests.
• Prepares and drafts correspondence, statements, resolutions, contracts, reports, forms, and/or other departmental documentation.
• Attends and participates in administrative briefings and other assigned meetings; records and transcribes meeting minutes.
• Updates and maintains departmental records and filing systems; purges archived records in accordance with established retention guidelines.
• Supports Specialist in competitive bid process including preparation and posting of Call for Bids, coordinating pre-bid meetings; assists in public bid openings and reviews, prepares bid and proposal evaluations, determination of responsiveness, and recommendation for apparent low bidder; assists with protest resolution.
• Assists in the preparation of contracts for design and construction/maintenance work.
• Supports Specialist in funding source or grant compliance and required reporting; ensures compliance with grantor guidelines in the allocation of funds and in maintaining grant record keeping for local and state government entities.
• Reviews contractors pay estimates and miscellaneous contract invoices and verifies accuracy of calculations before obtaining Department approval and submission for payment; processes invoices, collaborating with entities to resolve any issues that may arise.
• Oversees closeout actions upon contract completion such as final audit, payment, release of committed funds, etc.
• Creates, administers, and maintains the Department’s electronic records management system and related electronic file repository.
• Monitors and maintains compliance with regulations governing the management of departmental records.
• Performs a variety of accounts payable and receivable functions.
• Conducts grant research; writes and submits grant applications; monitors and verifies County compliance with grant funding agency reporting requirements, including scope of work and environmental documents.
• Administers Capital Infrastructure department procurements, grants and contracts; compiles data and submits operational and financial reports in accordance with funding agency requirements; coordinates with the Specialist in preparing grant reports as required.
• Develops grant revenue and expenditure tracking procedures; and reviews project invoices for accuracy and completeness.
• Prepares andsubmitsbilling andreimbursementrequests; maintains financialdocumentation forproject reimbursement rates and financial reports.
• Monitorsandmaintainsofficesupplyinventories.
• Coordinatesandconductsspecialprojectsas assigned.

WORKING ENVIRONMENT / PHYSICAL DEMANDS

Work is performed in a standard office environment; subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting of objects up to 35 pounds.

REQUIRED QUALIFICATIONS

High School Diploma or G.E.D. equivalent, AND three (3) years’ experience as an administrative assistant, plus one year of grant fund accounting experience.

PREFERRED: Experience with OpenGov, governmental accounting, and records management.

COMPETENCIES (Knowledge, Skills, Abilities, and Behaviors)

Knowledge of:

• Adobe and Microsoft office programs to include excel, outlook, and word.
• Procurement rules, requirements and procedures.
• Capital Infrastructure Department operations.
• Washington State BARS, RCW’s, and WAC’s.
• Methods and techniques for grant fund budget preparation and analysis.
• Standards and requirements for grant program financial and operational reporting.
• Automated financial systems and software.
• General office practices and equipment.
• Standard computer software applications.
• Fund accounting principles.
• Records management principles and standards.
• Customer service principles, protocols, and standards.

Skills in:

• Coordinatingandconductingavarietyofskilledadministrativesupportfunctions.
• Preparingandmaintainingcorrespondence,reports,andothertypesofdocumentation.
• Administeringgrantsandcontracts andperforminggrantfundaccountingfunctions.
• Maintainingaccuraterecordstomeetgrantfundingagencyrequirements.
• Schedulingandorganizingmeetings andappointments.
• Establishing and maintaining effective working relationships with other staff, County departments, outside agencies, and the general public.
• Communicatingeffectivelyverballyandinwriting.
• Reading, interpreting, understanding and applying accounting standards and procedures, applicable Federal rules and regulations, and County policies and procedures.
• Analyzing and interpreting financial documents and calculations and preparing financial reports.
• Performing accurate data entry and mathematical calculations.
• Maintaining accurate and interrelated accounting records and identifying and reconciling errors.

Ability to:

• Learn and follow County policies and procedures.
• Be organized, follow workflow processes.
• Make timely, logical decisions, solve problems, and prioritize work appropriately.
• Work independently.
• Manage Specialists Calendar.
• Stay focused and organized, anticipate and plan workflow processes.

Behaviors:

• Regular, reliable attendance with minimal unplanned absences.
• Attention to detail.
• Demonstrate initiative to learn, share information, and improve processes.
• Build constructive working relationships with colleagues and stakeholders.
• Commit to the delivery of public services that will benefit the community and contribute to the well-being and quality of life for the citizens of Lewis County.

Lewis County is an equal opportunity employer that provides access, free from discrimination based on race, color, national origin, religion, age, sex, marital status, sexual orientation, military or veteran status, pregnancy, disability, genetic information or any other basis protected by law in employment or provisions of services.

Health Insurance: We offer comprehensive medical coverage-including vision-along with dental and basic life insurance for employees and their families. Multiple medical plan options are available, so you can choose the coverage that best fits your needs.

Retirement Plans: Secure your future with enrollment in one of Washington State's Department of Retirement Systems programs: PERS, PSERS, or LEOFF. Both you and the County contribute to your retirement, ensuring long-term financial stability.

Paid Leave: Full-time regular employees earn paid vacation in addition to paid holidays.

Longevity: We recognize and reward your dedication with additional monthly compensation for continuous service milestones.

Deferred Compensation: Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Flexible Spending Account (FSA): Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses with pre-tax dollars.

Public Service Loan Forgiveness: If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Please visit our Employee Benefits webpage for details: 2026 Benefits

Accommodations for All Applicants: If you need accommodations during the selection process, we’re here to help! Contact our Human Resources Department at (360) 740-2737 or [email protected] .

Closing Date/Time: 5/25/2026 11:59 PM Pacific

Salary:

$52,800.00 - $77,376.00 Annually