Grant Writer​/Archivist​/Special Projects Coordinator

GENERAL STATEMENT

The Grant Writer, Records and Special Projects Coordinator is responsible for overseeing the progress of grant writing and other administrative projects with a secondary focus on archiving operations. This Special Projects Coordinator is a professional who blends project management with administrative oversight, handling tasks like project planning, resource allocation, timeline management, budget oversight and stakeholder communication. They ensure administrative duties are completed.

This position will also assist with records management, assigning metadata and providing data integrity quality control connected to documents from a variety of sources that are generated by a variety of projects.

Ensures that data is correctly stored in the state ORMS system and other databases. Assists with the improvement of any assigned department’s digital architecture. Trains staff from other departments in best practices for managing digital records and workflows.

Works under the general guidance and direction of the City Manager. Records management falls under the direction of the City Recorder who will provide supervision for this area of work.

May infrequently exercise general supervision over clerical, administrative, and professional staff of the administrative or other teams. Provides guidance to other staff as directed.

• 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.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is…