Port of Tacoma

Grants Administrator

Port of Tacoma - Posted 2 months ago
$69k/year  + Equity


Tacoma, WA

Grants Administrator
Career Level
Company size
305 employees

Port:  Tacoma

Grants Administrator Job description

Under the guidance of the Director, Contracts & Purchasing this position is responsible for the administration of the grant(s), awarded to the Port of Tacoma and the Northwest Seaport Alliance (NWSA) for capital projects (e.g., port facilities and related equipment) to maximize the usage of federal and state funding and ensure full compliance with awarded grants.

This is a fully benefited, limited duration position expected to last up to three (3) years.

Primary Functions

  • Coordinates the drafting of the grant agreements with the granting agency and affected departments. Serves as liaison with the procurement, finance, and engineering/environmental/planning departments to ensure necessary language is included in the grant agreements. 
  • Manages the administration of the grant cycle from award to closing to ensure grant requirements are met and payments are appropriate. Implements and coordinates grant administration process for federal, state, and local awards; provides timely guidance to staff on grant agreement requirements, tracks due dates, compiles appropriate information, prepares required internal/external grant reports, monitors financial status, and prepares/submits/maintains accurate records.
  • Grant Accounting: coordinates preparation of annual grant budget, set up and maintenance of accurate record keeping for all grants, ensures files are audit-ready, and assists with internal and external audits of grant programs.
  • Advises and assists with grant compliance requirements, such as reporting requirements. Communicates with departments about grant requirements to ensure compliance and for reporting purposes. Becomes familiar with all special conditions attached to grant awards and provides guidance for staff to ensure all requirements are met. Review grants and or contracts to determine whether objectives are being met and make appropriate recommendations. 
  • Develops and maintains effective relationships with appropriate staff within state or federal agencies responsible for ensuring compliance with grant requirements. Verify invoices for allowable costs and prepare grant requests for reimbursement per grant schedules. 
  • Maintain source documentation to support accounting records and monitor proper charging of costs and cost allocations. 
  • Perform regular financial, legal, and grant compliance reviews.
  • Prepare and submit a variety of grant reports and schedules with various reporting periods to federal, state, and local regulatory agencies.
  • Supports grant management processes and procedures. Completes and maintains all record-keeping, files, and correspondence associated with the grant program.

Required Education and Experience

  • Bachelor’s degree in business, public administration, or related field required. An additional four (4) years of relevant experience may substitute for a bachelor’s degree. 
  • Two (2) years of relevant work experience are required; grant administration-related experience (administering, tracking progress, grant compliance) is preferred. 

Additional Requirements

Must have knowledge of grant management principles and practices related to federal grants, as well as the ability to coordinate and manage roles and responsibilities of various departments involved in executing the grant. Experience drafting organizational grant policies, procedures and compliance documents preferred. The ability to read, interpret, apply, and explain rules, regulations, policies, terms, conditions, and procedures and prioritize multiple projects at once is required. The ideal candidate will be able to work independently, have excellent oral and written communication and interpersonal skills, and have knowledge of, and experience using, grant web-based application systems, such as grants.gov. Proficient experience with Microsoft Office 365 products is required.

This individual must demonstrate a caring customer service attitude, a strong commitment to operational excellence, and be able to display behaviors and a commitment to the organization’s core values. Under the direction of the Executive Director, the organization’s culture is built on the following values: Integrity and Transparency, Excellence, Adaptability, Stewardship, Teamwork and Partnerships, Health and Safety, and Diversity, Equity and Inclusion. The Port seeks candidates who can align and model these values both internally and externally and understand what it means to carry out these values in their everyday work. We value an individual who also brings an impeccable work ethic, is honest, models a high level of integrity, and displays enthusiasm, energy, and a drive to succeed.

The Port of Tacoma has implemented a mandatory COVID-19 vaccination policy to safeguard the health of Port employees, their families, and the public we serve, as well as to meet the requirements of Executive Order 14042, which requires federal contractors like the Port to adopt and enforce a mandatory vaccination policy. Effective 12/8/2021 the federal mandate and Port policy have been suspended due to a federal court injunction until further notice. 

In accordance with the Immigration Control and Reform Act of 1986, all persons offered employment must provide acceptable proof of identity and authorization to work in the United States. A proof will be required prior to employment. 

The successful candidate must possess (or obtain within 30 days of employment) a valid driver's license. Candidate must be able to successfully complete a post-offer substance abuse test (includes both drug and alcohol) and background investigation. The candidate must also be able to obtain/maintain a Transportation Worker Identification Credential (TWIC), which is a program managed by the Department of Homeland Security (DHS).


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