Now hiring for a new position!
Grants & Communication Specialist
This recruitment will remain open until filled. If necessary, the next review of applicants will take place February 24, 2023.
• *Expected start date is April 1, 2023!**
About City of Lake Stevens
Lake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of over 40,000 makes us the 4th largest city in the county.
Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.
The City of Lake Stevens operates under the mayor-council system. The city’s motto, “One Community Around the Lake”, embodies our quality of life, top-ranked school district, and the City Council’s commitment to providing excellent services and amenities for its residents.
Why City of Lake Stevens?
• Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individual's lifestyle.
• Flexible Work Schedules- The city offers a variety of work schedules to include potential hybrid/remote work dependent on meeting business necessities and supervisor approval. This position specifically will be working closely with the Public Works Director and other staff for training and project collaboration, where physical presence may be a necessity for the foreseeable future.
• Work Where you Live!
The City of Lake Stevens offers a comprehensive benefits package including:
• Retirement- through the Washington State Department of Retirement Systems.
• Deferred Compensation- with city match.
• Excellent healthcare options- including medical, dental, vision insurance, city-paid life insurance and long-term disability, health savings accounts (HSA), and Health Reimbursement Accounts (HRA/VEBA).
• Paid leave- including paid sick leave, paid vacation, flexible holidays, paid holidays, and bereavement leave.
• Tuition reimbursement!
• See our benefits page for a complete list of all the benefits available to the City of Lake Stevens employees.
POSITION PURPOSE:
The incumbent works in the Planning and Community Development Department under the general direction of the Community Development Director. The incumbent will research various types of grants available and the criteria to qualify for each to meet the needs of the city. The incumbent is also responsible for day-to-day communications activities such as social media posts and information releases. The defining function of this position is that the incumbent must be a skilled technical writer that can effectively communicate with different audiences. The incumbent will collaborate with affected city departments and conduct independent research to complete routine and special tasks.
The grant writing function will require the ability to complete detailed, high-quality grant applications according to application requirements and submit all grant applications on time within application parameters. The incumbent will be responsible to maintain schedules, compliance, reports and tracking for funded grants. They will coordinate the monitoring and evaluation of programs and projects with program staff and the affected department. The communications function will require the incumbent to understand the core responsibilities of different departments to convey effective information and share clear messages to the public.
Work is performed with general supervision. The Director defines objectives, priorities, and deadlines; and assists incumbent with unusual situations, which do not have clear objectives or precedents. Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
Essential duties and responsibilities may include, but are not limited to, the following:
Grants
• Performs a variety of complex and sophisticated professional level activities related to grant proposals and funding, program development and project administration.
• Produces high quality letters of inquiry, grant proposals, grant applications, award nominations, and briefing papers within designated time constraints.
• Researches and identifies funding opportunities through private and public foundations, corporations, and government entities to generate revenue for city programs and projects.
• Develops budget and financial report documents in collaboration with program and fiscal staff. Monitors and maintains government grant and contract documents.
• Provides technical assistance to city staff and outside contractors to ensure compliance with reporting requirements for existing grants.
• Monitors records and funds and makes recommendation for corrective action to the appropriate department when required. Coordinates with Finance Department to account for all grant funds.
• Makes presentations and facilitates meetings with stakeholders and other interested parties. Attends City Council and other meetings as required including grant site visits and meetings with potential grant providers/funders.
• Prepares project planning documents that support grant and project delivery.
• Prepares reports, tables, letters, email correspondence or other written documentation as required. Submit progress reports to the funding agency on how we are utilizing the funding dollars.
• Performs other administrative tasks including but not limited to: organizes and maintains grant related documentation/records of a complex and confidential nature; conducts detailed research based on general guidance and direction; assembles and validates supportive data to aid decision making; and independently performs follow-up action to assignments.
Communications
• Researches, writes, creates (print/digital materials), and edits professional-level materials for social media, newsletters, web pages, press releases, speeches, correspondence, presentations, and promotional materials.
• Develops creative strategies to effectively communicate with varied audiences (community members, council, community partners, media, staff, etc.) utilizing existing and emerging technologies.
• Creates content, posts, and maintains the city’s website; trains appropriate staff on website posting/editing, and proper content and use of consistent style.
• May serve as a city liaison on a wide variety of communications; coordinates with other departments and staff to collaboratively develop communication strategies, plans and initiatives.
• Writes information releases and prepare information for media outlets; responds to media requests.
• Coordinates with other departments and city staff on communication strategies and initiatives.
• Maintains regular, predictable and reliable attendance.
PERIPHERAL DUTIES:
• Performs related duties as assigned.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent is regularly required to use hands to finger, handle, or feel; talk; and hear. The incumbent frequently is required to sit for extended periods of time and type on a keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.
Work is performed in a typical office environment subject to working outside of normal working hours to meet critical time lines or to provide support in department emergency response events. Evening or variable hours may be required.
While performing the duties of this position, the incumbent is subject to multiple interruptions by telephones and walk-ins by employees and citizens; may be exposed to individuals who are irate or hostile. The noise level in the work environment is usually moderate.
Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, fax machine, copy machine, calculator and projector.
Education, Training and Experience Guidelines
Education: Bachelor’s Degree or equivalent coursework in English, communications, technical writing, public relations or a related field.
Experience: Two (2) years of experience in communications, writing/editing, grant or proposal writing, management, or coordination with demonstrated success writing successful proposals to local government, state government, private and corporate foundations and the federal government. Experience working in a government setting is preferred.
Or: Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications. Examples of these knowledge, skills and abilities include:
Knowledge of:
• Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances.
• Grant management and compliance concepts, practices and procedures.
• Advanced research methods.
• Detailed record-keeping techniques.
• Effective oral and written communication principles and practices.
• Project management techniques and principles.
• Research methods and report preparation and presentation.
• Lean Management System or Six Sigma principles.
• Associated Press (AP) Style Guide.
• Website Standards Manual.
• Best practices and applications of social media for public/government.
• Best practices and principles for designing and writing for online materials.
• Principles and best practices of public relations, marketing, and news media techniques.
• Principles and best practices of effective copy writing and copy editing, using clear, concise, and accessible language.
• Write concise narratives that tell stories with data.
Skilled in:
• Technical writing, with knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Modern office practices, procedures and equipment including personal computers and related software such as word processing, spreadsheet programs and web-based management systems.
• Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries.
• Demonstrating effective interpersonal skills using tact, patience and courtesy.
• Understanding and following oral and written directions.
• Compiling, organizing, and summarizing complex, detailed material independently or from tape or oral instructions, letters, notices, bulletins or other material.
• Maintaining a variety of complex filing systems, records, and reports.
• Communicating effectively orally and in writing in a compelling but concise manner.
Ability to:
• Maintain confidentiality and communicate with tact and diplomacy.
• Must be able to effectively work on several projects at the same time.
• Participate as a contributing member of a service-oriented team.
• Establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the public; present a positive image of the city in a variety of circumstances.
• Demonstrate positive and effective interaction and communication with individuals of diverse social and economic backgrounds.
• Communicate effectively, orally and in writing, including the ability to listen effectively and to explain complex issues, policies, and procedures to internal and external customers.
• Compile attractive documents, including graphics for distribution to granting agencies.
• Create compelling presentations for the public and granting agencies.
• Analyze situations accurately and adopting an effective course of action.
• Apply lean or six sigma principles to continuously improve processes, procedures and implement change management.
• Learn the policies, procedures, activities and programs of an assigned area or office quickly and accurately.
• Perform basic accounting tasks accurately and create graphs and charts.
• Organize and prioritize work assignments to meet schedules and timelines.
• Write correspondence and routine reports; proofread and edit as needed.
• Utilize personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.
• Research, plan, develop, monitor and close grants and project budgets.
License, Certifications, and Other Requirements:
• Valid driver’s license and a driving record which meets the city’s requirements or must be able to obtain State of Washington driver’s license within 30 days of hire.
• Multilingual is desirable.
• Successful completion of position-relevant background check.
How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:
• An attached resume outlining (in reverse chronological order) your experience to date.
• An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Two-three (2-3) writing samples demonstrating strong technical writing skills. Examples include: Grant application/submission, proposal, letter, etc.
• Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.
The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other basis prohibited by federal, state or local law.
There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know. We're happy to make the arrangements. We’ll need to know ten (10) days in advance to make sure we get you situated, so Human Resources at (425) 622-9422. You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258; or email to
[email protected].
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