Administrative Secretary​/Grant Coordinator

The Whatcom County is seeking a highly organized, detail-oriented Administrative Secretary/Grants Coordinator to support the Executive’s Office with a wide range of administrative, document-management, and grant-related functions. This position handles confidential information, works with minimal supervision, and plays a key role in keeping office operations efficient and compliant.

• Provides comprehensive administrative support, including complex clerical, bookkeeping, and secretarial duties.
• Manages high-volume document workflows using Laserfiche, Docu Sign, and County document management systems; troubleshoots issues and maintain records, databases, and archives.
• Coordinates boards and commissions processes, maintain rosters, and serve as Clerk for assigned boards.
• Serves as a primary point of contact for the public and internal departments; answer inquiries, resolve issues, and provide excellent customer service.
• Supports agenda management: maintain calendars, schedule meetings, arrange travel, and review agenda items for the Executive’s Office.
• Interprets and applies policies, procedures, and regulations to ensure compliance across assigned responsibilities.
• Prepares edits, and tracks contracts, grants, agreements, correspondence, and reports.
• Coordinates countywide grant opportunities: assist departments with funding research, application preparation, compliance review, and documentation.
• Monitors grant and contract budgets, tracks expenditures, and ensures timely reimbursement submissions.
• Conducts research, compiles data, and prepares financial, budget, and grant reports.
• Processes accounts receivable, supports payroll and purchasing tasks, and assists with other financial documentation.

Supervisor:
Deputy Executive

Hours of Work:
Monday - Friday 8 AM - 5 PM

For more information please review the job description.

Requires a high school diploma or GED AND four years of progressively responsible administrative, technical or office support experience

OR

Associate’s degree in a related field and two years of progressively responsible administrative, technical or office support or other relevant experience;

Required experience must include working with document management systems, financial processing software and technical applications.

• Completion of office management, bookkeeping or information systems courses beyond the high school level.
• Knowledge of governmental accounting standards and integrated financial management systems.
• Knowledge of protocol for public meetings, county ordinances and organizational structure, functions, officials and political environments of local county government.

At its sole discretion, Whatcom County may consider combinations of education, experience, certifications, and training in lieu of specifically required qualifications contained herein.

• Experience performing complex administrative or program support duties in a governmental or similar environment.
• Proficiency with electronic document management systems (Laserfiche, Docu Sign, or comparable tools).
• Knowledge of grant administration, contract processes, or financial tracking.
• Strong organizational, communication, and customer-service skills.
• Ability to interpret and apply policies, procedures, and regulations.
• Ability to manage multiple priorities and work independently with limited direction.
• Ability to maintain confidentiality and handle sensitive information appropriately.

• Unrepresented Range 3
• Wages scheduled to increase 2.75% in January 2026 and another 2.5% in January 2027.
• Hiring rate depends on qualifications. This position receives annual pay increases to the next step in the associated salary range (apx. 3.8%) subject to satisfactory performance, in addition to any approved Cost of Living Adjustments (COLA).

Distinguish yourself in public service and make a commitment to our future. Whatcom County, WA is truly special and a great place to call home!