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NEOGOV · 1 month ago

Grant Writer/Archivist/Special Projects Coordinator

NEWBERG, OR

Full-time

Onsite

Mid, Senior Level

$7,660.23/mo - $9,805.74/mo

5+ years exp

NEOGOV is seeking a Grant Writer, Records and Special Projects Coordinator who will oversee grant writing and administrative projects while also managing archiving operations. This role involves project management, stakeholder communication, and ensuring data integrity for various projects.

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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

Qualification

Grant writingRecords managementProject managementData integrityMetadata assignmentResearch skillsCommunication skillsOrganizational skills

Required

A degree in Public Administration, Public Policy or a master's degree in library science or business administration

Five years' experience with grant writing or creating written policies and procedures

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

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

Benefits

The City of Newberg provides an excellent health care benefit package to full-time employees, with medical, vision and dental paid 100% by the employer

Generous vacation and sick leave accrual

Holiday pay

And a PERS retirement plan

Additional benefits are available as employee electives.