Grants & Procurement Coordinator

Salary : $5,654.70 - $8,048.40 Monthly
Location : 343 W Wishkah Aberdeen, WA
Job Type: Full-Time
Job Number: 49
Department: Administration
Opening Date: 02/10/2025
Closing Date: 3/2/2025 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: N/A

Description
This position is open until filled with a first application review date on February 24, 2025.

Position Summary

Under the direction of the Grants, Procurement, and Planning (GPP) Manager, this position is responsible for identifying, applying for, administering, and coordinating federal, state, and local grants while providing technical support for the agency's grants, procurement, and project coordination processes. The Grants & Procurement Coordinator administers and maintains comprehensive documents completing the end-to-end-procurement process, including contracts with suppliers. This role ensures regulatory compliance and requires strong analytical skills, as well as the ability to collaborate effectively with internal stakeholders and external suppliers.

Examples of Duties
Essential Job Functions

Grant Support

• Research, identify, and evaluate funding opportunities from federal, state, and local sources, including developing budgets to align with funding requirements.
• Assist in drafting grant applications and supporting documentation, with the flexibility to independently manage submissions depending on the complexity of the grant, and ensuring all submissions meet deadlines and requirements.
• Monitor grant agreements for regulatory compliance, including reporting and audits.
• Maintain grant records, including financial documentation and project closeout reports.
• Prepare and submit compliance reports, ensuring timely submissions.

Procurement

• Assist with gathering cost estimates, quotes, and technical specifications for goods and services.
• Prepare and publish solicitation documents (bids, RFPs) in compliance with applicable regulations; coordinate and support procurement processes; ensure smooth progression from document creation to vendor selection.
• Facilitate vendor selection processes, including pre-bid meetings, proposal evaluations, and vendor communications.
• Monitor contractual compliance, including prevailing wage laws and Disadvantage Business Enterprise (DBE) participation requirements.
• Assist with vendor and contract negotiations, modifications, renewals, and payment processing.
• Assist department managers with the purchasing process, ensuring policy compliance, purchase orders, inventory, and closeout.

Project Coordination

• Assist in reviewing project scope, schedule, and cost baselines to ensure alignment with goals.
• Coordinate procurement of materials, components, and supplies with contractors and vendors.
• Assist in compliance processes by verifying prevailing wage certifications, intents, and affidavits for accuracy and completeness, ensuring contractor documentation aligns with regulatory requirements.
• Support project implementation and close out by assisting with all project documentation, monitoring progress, risks, and cost estimates.
• Collaborate with internal departments, contractors, and external stakeholders to coordinate procurement timelines, resolve issues, and ensure project milestones are achieved.
• Performs other duties as assigned.

Typical Qualifications
Knowledge of:

• Federal, state, and local laws governing grants, procurement, and prevailing wage requirements.
• Contract language, negotiation principles, and project management practices.
• Tools and systems such as Microsoft Office Suite, accounting software, grant management platforms, and project management databases.

Skills in:

• Strong oral and written communication, including report preparation.
• Negotiation, vendor relations, and contract compliance.
• Data analysis, budget development, and time management.

Ability to:

• Manage multiple tasks, prioritize deadlines, and solve problems in a fast-paced, compliance-driven environment.
• Collaborate effectively with departments, vendors, and stakeholders.
• Maintain discretion, accuracy, and attention to detail.

• Incorporate and demonstrate Grays Harbor Transit's Core Values in the workplace.
  
  Education and Experience
  
  • Associate degree in Business Administration, Public Administration, or a related field.
  • Three (3) years of progressive experience in grant management, procurement, or project management.
  • Equivalent combinations of education and experience will be considered.
  • Prior transit or public sector experience preferred.
  Licensures/Certifications and Other Requirements
  
  
  • Valid Washington State Driver's License with five (5) years of acceptable driving record.

Supplemental Information
Working Conditions

• Work is performed in an office environment, with occasional handling of light office supplies or equipment up to 50 pounds.
• Requires frequent sitting, keyboarding, and telephone use.
• Must be flexible to bend, kneel, or reach as needed for filing and organizing materials.

Date Adopted: 2/10/2025
The following list of characteristic duties is not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities.

Grays Harbor Transportation Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans' status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Grays Harbor Transportation Authority know if you need accommodations in order to participate in the application process.
Grays Harbor Transit offers eligible employees a full benefit package, including:

• Medical, dental and vision coverage for employees and eligible dependents
• Basic life and Accidental Death & Dismemberment (AD&D) for employees and dependents
• Participation in Washington State Public Employee Retirement System (PERS) pension plan
• Paid time off includes 120 - 280 hours of vacation per year depending upon date of eligibility and length of service
• 12 days of sick leave per year depending upon date of eligibility
• 96 hours of paid holiday with 8 hours of floating holiday time, depending on date of eligibility
• Employee Assistance Program
• Option to enroll in additional benefits:
  • Voluntary Life and AD&D Insurance
  • Critical Illness, Accident and Hospital Indemnity and Short-term Disability Insurance
  • Flexible Spending Account and Dependent Care
  • Department of Retirement Systems Deferred Compensation Program