Administrative Coordinator - City of Everett, WA : Job Details

Salary: $6,614.00 - $8,605.00 MonthlyLocation : Everett, WAJob Type: Full TimeJob Number: D25018Department: Transportation ServicesOpening Date: 08/05/2025Closing Date: 8/13/2025 5:00 PM Pacific Nature of WorkThe City of Everett is seeking a highly motivated individual for the appointive position of Administrative Coordinator in Grants and Compliance in the City of Everett's Transit Department. Under the direction of a Transportation Program Manager or designee, perform administrative work in the area of grants, civil rights, and compliance. Work is reviewed by observation and through evaluations of reports and projects. Supervision may be exercised over a specialized support staff and general clerical staff. Successful completion of a background check is required prior to appointment and is a condition of employment.ILLUSTRATIVE EXAMPLES OF WORK/ESSENTIAL FUNCTIONS

• Coordinate and perform administrative work relating to a functional area within a department or division; research and provide information to city employees, departments, citizens groups and/or the general public regarding city, state, and federal department and/or division operations, policies and/or procedures.
• Provide administrative support services which may not be limited to creating various reports required for city, state, and federal agencies, gathering information, organizing documents and preparing grant files consistent with applicable rules, policies and procedures. Assist in the development of policies and procedures. Assist with grant applications, research and monitoring of government legislations, rules and regulations.
• Provide agency representation with local transit agencies, government groups and public outreach events as assigned.
• Respond to requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. May draft processes and procedures within the agency, and other City departments, to ensure compliance with city, state and federal laws and regulations.
• Monitor local funds expended and grant expenditures and keep records of all expenditures and revenues relating to assigned grants.
• Utilize advanced word processing, spreadsheet and database modeling functions. Collect, compile and analyze information from various sources relating to the programs administered by the position or within the department; write reports which present and interpret data.
• Responsible for National Transit Database reporting, Federal Transit Administration reporting and state reporting.
• Responsible for organizing and assigning administrative functions, collecting information, data, and documentation for state audits and Triennial Reviews, while adhering to federal or state submission guidelines. May provide supervision and instruction to others on difficult or non-routine assignments.
• Establish and maintain files, records, and other information sources needed to support and document areas of assignment. Maintain records to comply with all city, state, and federal requirements.
• Compose and prepare reports, correspondence, memos, project timelines, worksheets, schedules, requisitions and other documents as required.
• May obtain quotes from vendors for goods and services and administer procurement functions for assigned area.
• Perform related work and special projects as assigned.

QUALIFICATIONSThe following knowledge, skills and abilities are essential and critical to successful performance in this position:Knowledge of:

• Regulations, policies, procedures and services of the area of assignment.
• State and federal grant programs principles and processes.
• Grant writing and research of funding opportunities
• Modern office practices, procedures, and appliances.
• Research methods for report preparation and presentation.
• Spreadsheet and database applications.
• Public administration, charter provisions, ordinances and state laws governing municipal administration.
• State code and the ability to locate information contained in it.

Skill Level:

• Excellent verbal and written communication skills.
• Proficient specific skill related to the functional area of assignment.
• Excellent proofreading and editing skills.
• Superior skills in MS Word, Excel and other MS Office applications.
• Strong interpersonal skills required including a positive customer service orientation, with both internal and external contacts.
• Excellent collaboration and negotiation skills.

Ability to:

• Function independently in area of assignment.
• Provide appropriate information, apply judgment and make decisions.
• Incorporate new rules and regulations in the coordination of assignments, collection of confidential information and the maintenance of all applicable records.
• Analyze information and details in order to research, identify and apply data in preparing recommendations and reports.
• Establish and maintain cooperative and effective working relationships with co-workers, supervisors, other city staff, and the public.
• Relate to others in a professional, courteous and respectful manner.
• Establish collaborative relationships with transit agency partners, state and federal representatives.
• Ability to collect and analyze data and to compile and present reports and recommendations.
• Independently evaluate the effectiveness of complex and multi-faceted grant programs.
• Interpret complex legislation, laws, rules, and regulations.
• Coordinate grant processes (e.g. evaluations, budget, finance and reports) to ensure compliance with funding guidelines.
• Monitor NOFO (Notice of Funding Opportunity), NPRM (Notice of Proposed Rule Making) and funding application requirements.
• Research grant opportunities for the purpose of developing additional funding resources for current and proposed services or operations.
• Conduct and/or attend public meetings/hearings before or after business hours.
• Utilize advanced computer software programs including spreadsheet and database programs.
• Motivate and direct individuals and groups.
• Train, supervise, evaluate and develop assigned personnel; plan, organize, and guide the work activities of others.
• Maintain a work environment free of discrimination, harassment, and retaliation.
• Proactively address potential employee issues.
• Support diversity and multi-cultural understanding in the workplace and the community.

REQUIRED EDUCATION AND EXPERIENCEA combination of education and related experience may substitute for education requirements.

• Bachelor's degree in Business Administration, Planning, or Public Administration or related field including coursework in office management and/or computer software related to word processing, spreadsheets and/or databases and
• 4 years of experience performing administrative office work of a progressively responsible and difficult nature including a minimum of 3 years in the area of assignment. Considerable experience administrating Federal and State Grants is highly desirable
• Possession of or ability to obtain a Washington State Driver's License.

APPLICATION PROCEDURE AND DEADLINEAll applicants are required to complete and submit (1) the standard City of Everett Application Form, (2) a rsum (not to exceed two pages), and (3) a cover letter clearly detailing applicant's relevant work experience and training. Application materials may be accessed via Completed applications must be submitted online by 5:00 p.m. on Friday August 13, 2025, to be considered. LATE, INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.FILING OPENS: August 5, 2025FILING CLOSES: August 13, 2025APPOINTIVED25018The City of Everett provides a consisting of the following:

• Kaiser Permanente CORE HMO or HMA self-insured Medical Plan
• Delta Dental Service Plan
• HMA self-insured Vision Plan
• Life Insurance for the employee in the amount of 2x the annual salary to $250,000 maximum
• Accidental Death and Dismemberment Policy
• Long Term Disability Policy

Benefit eligibility for the employee and eligible dependents begins the first day of the month following the employee's hire date. Premiums for Delta Dental and HMA Vision are paid by the City on behalf of the employee and eligible dependents. Premiums for Life, LTD, Accidental Death & Dismemberment coverage on behalf of the employee are paid by the City. Premiums for HMA Medical and Kaiser Medical coverage are shared by the employee.An additional benefit is available through a Voluntary Life Insurance program for the employee, spouse, and children. The employee pays the premiums for this benefit.It is mandatory that both the City and the employee pay into the Department of Retirement Systems for Washington State.Three voluntary Deferred Compensation programs are available for employee participation. A Flexible Spending Plan is available that allows you to make pre-tax contributions for Health Care reimbursement and/or Dependent Care reimbursement for those expenses not covered by medical.The Employee Assistance Program EAP is provided free of charge to employees and family members.Generous vacation and sick leave benefits are provided to employees. Ten annual holidays and two floating holidays are paid.