GENERAL STATEMENTThe Grant Writer, Records and Special Projects Coordinator is responsible for overseeing the progress of grant writing and other administrative projects with a secondary focus on archiving operations. This Special Projects Coordinator is a professional who blends project management with administrative oversight, handling tasks like project planning, resource allocation, timeline management, budget oversight and stakeholder communication. They ensure administrative duties are completed
This position will also assist with records management, assigning metadata and providing data integrity quality control connected to documents from a variety of sources that are generated by a variety of projects.
Ensures that data is correctly stored in the state ORMS system and other databases. Assists with the improvement of any assigned departments digital architecture. Trains staff from other departments in best practices for managing digital records and workflows
SUPERVISION RECEIVED
Works under the general guidance and direction of the City Manager. Records management falls under the direction of the City Recorder who will provide supervision for this area of work.
SUPERVISION EXERCISED
May infrequently exercise general supervision over clerical, administrative, and professional staff of the administrative or other teams. Provides guidance to other staff as directed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Represents the City at internal, inter-agency and neighborhood meeting as relates to project assignments with tact and accuracy.
- Serves as project manager for a wide variety of projects; writes specifications, assembles contract documents, presides over policy and solicitation documents, prepares project cost estimates, administers contracts to ensure compliance, and interprets contracts.
- Helps to prepare, create and pursue state and federal grant opportunities on behalf of the city of Newberg.
- Prepares request for council action documents such as draft resolutions, motions, and presentations as requested by the City Manager.
- Occasionally assists with field work involving public outreach leafleting and presenting public facing data as directed by the City Manager.
- Occasionally assists with large public facing events such as town hall events, award ceremonies, formal dinners and other missions undertaken by the administrative team.
- Assists in screening the calls of the City Manager in a rotation with other administrative team members.
- Provides quality control and indexing services connected to digital archiving work to include OCR, and the assignment of metadata.
- Assists staff in other departments with following best practices for digital records and workflows in accordance with policies and procedures developed by the City Recorder.
- Provides input, as requested, to other city departments, citizen committees, boards and the City Council regarding assigned projects.
- Responds to inquiries and complaints from property owners, businesses, and the public regarding assigned projects, and their related issues.
- Critically reviews staff and consultant reports.
- Oversees assigned projects to ensure contractor compliance with quality, schedule, and budget parameters for the project.
- May represent the administrative team to public bodies (e.g. City Council).
- Studies and standardizes procedures to improve efficiency of programs.
- Meets with staff members to review schedules, budgets, technical guidelines; presents and discusses parameters of projects; discusses alternatives and implements decisions based upon chosen alternatives.
- Plans, schedules, and assigns projects, reviews progress and establishes priorities for completion. Resolves conflicting and contradictory priorities; ensures work is accomplished in a timely and fiscally responsible manner.
- Prepares reports for the City Manager and City Council.
- Works cooperatively with staff and other agencies to provide a positive and productive working environment.
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.
QUALIFICATIONS
EDUCATION AND EXPERIENCE:
A degree in Public Administration, Public Policy or a master’s degree in library science or business administration will be required for this position.
Five years’ experience with grant writing or creating written policies and procedures will also be required.
LICENSES, CERTIFICATES, AND OTHER SPECIAL REQUIREMENTS:
Must possess a valid State driver’s license or have the ability to obtain one prior to employment.
Must successfully pass a criminal history background check and be able to be CJIS-certified.
KNOWLEDGE, SKILLS & ABILITIES:
- Ability to learn applicable City policies, laws, and regulations affecting administrative activities.
- Proven history of successful grant-writing with ability to understand and comply with complex federal and state grant proposal guidelines and regulations.
- Exhibit strong organizational skills and skills in data collection, record keeping, and computer use.
- Prepares OCR documents with the correct nomenclature for later archiving.
- Knowledge of standard office practices and procedures for maintaining and setting up electronic files.
- Prepares bid documents and RFP / RFQ instruments using standard City contracts and legal documents.
- Skill in the operation of other digital tools.
- Skill in effectively utilizing computer applications in support of functional area.
- Ability to prepare clear and concise records, reports, and files.
- Must exhibit tact and diplomacy with the ability to establish and maintain positive and cooperative working relationships with City staff, other organizations and the general public.
- Ability to communicate effectively, both orally and in writing.
- The ability to learn codes, and compliance issues related to area of assignment.
- Knowledge of management principles and practices in administration, planning and organization of projects.
- Superior ability to tell compelling stories with well-crafted written narratives to assist with ongoing grant writing efforts.
- Ability to utilize and help create descriptive metadata adding detail to document data sets with a high degree of attention to detail.
- Ability to coordinate, monitor and respond to complex information; explain and interpret information related to processes and procedures.
- Skill in utilizing applicable computer applications effectively in support of functional area.
- Ability to conduct research and correlate data from a variety of sources.
- Ability to perform duties effectively with City staff, other organizations staff, and the general public.
- Skill in the operation of digital scanners to include preparing documents for scanning, understanding the consequences of OCR settings and batch file handling and upload.
TOOLS AND EQUIPMENT USED
Personal computer skills and Virtual Desktop Infrastructure environment (ThinClient computing), including word processing, spreadsheet, project management, data base software, a comprehensive set of skills with all MS Office applications and especially with Word and PowerPoint; phone; mobile radio. Network-connected copy machine with scanning, Optical Recognition Scanning (OCR) and the operation of a large format copier/scanner.
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 will be made to meet the needs of a qualified individual with limitations who can perform the essential functions of the job.
Hand-eye coordination is necessary to operate drafting instruments, computers and various pieces of office equipment. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Field work may require house to house distribution of leaflets or assistance in placing event or city signs.
While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee must occasionally lift and/or move up to forty (40) pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Work is performed mostly in office settings. Some outdoor work is required in the delivery of public information or at outdoor public events. The noise level in the work environment is usually quiet to moderate when in the office and loud when working in the field.
This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
