Administrative Secretary/Grant Coordinator

Bellingham

**Summary** 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.Key job duties include:Provides comprehensive administrative support, including complex clerical, bookkeeping, and secretarial duties.Manages high-volume document workflows using Laserfiche, DocuSign, 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 PMFor more information please review the**Qualifications** Requires a high school diploma or GED AND four years of progressively responsible administrative, technical or office support experienceORAssociate'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.**Desired Qualifications:** 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.Ideal candidates will demonstrate: * Experience performing complex administrative or program support duties in a governmental or similar environment. * Proficiency with electronic document management systems (Laserfiche, DocuSign, 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. **Supplemental Information** **Salary Range:** * 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 (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. is truly special and a great place to call !Whatcom County offers at no cost toemployees, including: * Medical, Dental, and Vision coverage for employees AND their family * Generous Paid Time Off (PTO) and 12 paid holidays annually. Prior related public service considered for setting accrual rate. Accrue up to 330 hours of PTO annually. Cash-out up to 40 hours over 330 maximum annually. Employment Year Accrual - Month Accrual - Year 1st - 4th year 18.00 hours 5.4 Weeks 5th - 9th year 21.33 hours 6.4 Weeks 10th + year 24.67 hours 7.4 Weeks * Lifetime pension through the Washington State Public Employees' Retirement System (PERS), with joint contributions required from the employee and the County * Voluntary Deferred Compensation Retirement with County match * $50,000 Life Insurance coverage for employees * Voluntary Term Life Insurance and Personal Accident Insurance * Flexible Spending Account (FSA) available for health care and/or dependent care expenses * Employee Assistance Program (EAP) * Additional Subject to satisfactory performance this position receives annual pay increases to the next step in the associated (apx. 3.8%), in addition to any approved Cost of Living Adjustments (COLA).01Do you have a High School diploma or GED? * Yes * No 02Do you have an Associate's Degree (or higher) in a related field? * Yes * No 03Please list the degree you have received and the field of emphasis:04How many years of progressively responsible administrative, technical or office support experience do you have? * Less than 1 year experience * 1 year experience * 2 years experience * 3 years experience * 4 years experience * More than 4 years experience 05Please describe your progressively responsible administrative, technical or office support experience.06Please describe your experience working with electronic document management systems (e.g., Laserfiche, DocuSign), financial processing software and technical applications.07This position manages high-volume document workflows involving contracts, agreements, and official records. Please describe any experience you have processing, tracking, or coordinating contracts or grant documents.08Do you have knowledge and experience in the following areas? Check all that apply: * Working with confidential and sensitive information * Providing exceptional customer service * Answering phones and performing receptionist duties * Preparing minutes * Working with Boards or Commissions * Governmental Accounting Standards * Integrated Financial Management Systems * Protocol for public meetings * Structure and functions of local County government * Working in the Public Sector * JD Edwards Software 09Please list any college-level computer courses you have completed in office management, bookkeeping or information systems: Government Jobs