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Special Projects Administrator

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Special Projects Administrator

Salary

$7,742.68 - $9,911.30 Monthly

Location

Lacey, WA

Job Type

Full Time

Job Number

2025-00049

Department

City Manager

Division

City Manager

Opening Date

09/29/2025

Closing Date

10/20/2025 11:59 PM Pacific

+ Description

+ Benefits

+ Questions

BASIC PURPOSE

Reporting to the Assistant City Manager, the Special Projects Administrator is responsible for providing advanced-level expertise in managing a broad range of complex projects and supporting a variety of city-wide, impactful initiatives, programs, and efforts. This position is also responsible for duties which include, but are not limited to, lead on special projects, navigation and oversight of process improvement efforts across the City, assisting with the development and administration of federal, state, and local grants, organizational initiatives, and participating in community outreach and engagement efforts or attending community groups or advisory boards meetings.

Please note: The Hiring Manager reserves the right to make changes to this posting at any time.

First round interviews are tentatively scheduled for November 7, 2025.

*This recruitment may be used to fill other positions of the same job classification. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next six (6) months.*

ESSENTIAL DUTIES AND RESPONSIBILITIES

These duties include but are not limited to the following:

Special Projects Lead

+ Manages and leads special projects with city-wide or various departmental impacts. Responsible for all phases of the assigned project, including: developing budgets, facilitating stakeholder groups, coordinating and directing the activities of project teams, directing consultants, monitoring and evaluating progress, and providing direction consistent with administrative objectives. Assists other departments with special projects, and the development of division goals, objectives and priorities for the initiative and project.

+ Partners with internal and external stakeholders to ensure system integration and setting up on-going system maintenance. Ensures management is informed when there are system issues and provides recommendations on quick resolutions.

+ Performs complex research and analysis on programmatic, organizational, and policy issues and conducts financial analysis and research associated with funding City projects.

+ Remains current on concerns, situations, and conditions of special interest to the City that may impact assigned projects; implements follow-up procedures as appropriate; coordinates various activities and makes decisions affecting general functions; involves others as needed.

+ Maintains various tracking lists and databases and completes reports and creates and provides metrics for processes and programs as requested management, City staff, and stakeholders.

+ Drafts division or programmatic policies and/or standard operating procedures (SOP’s) as needed.

+ Assists with the development of goals, priorities, and work programs for the division as well as preparation of the Department budget.

+ Leads and/or assists with the formulation, development, and implementation of the City’s art program, including establishing goals and objectives through effective program planning, communication, problem-solving, and execution.

Process improvement

+ Analyze business processes to identify opportunities for improvement using Lean principles.

+ Navigates and oversees process improvement initiatives, contributing toward organizational change.

+ Collaborates with cross-functional teams to implement sustainable process improvements.

+ Recommends changes in work methods, policies, and procedures to improve levels of service delivery and improve overall operating efficiencies; detects and prevents errors or mistakes that could prove costly or could seriously disrupt a City service or project.

+ Defines policies and procedures related to the assigned area of work; evaluates current trends in the industry and determines feasibility for use at the City.

+ Reviews existing filing processes and systems for potential improvements and implements changes as necessary; maintains all documents as appropriate and retains and archives in accordance with the Washington State Retention Schedule.

+ Conducts research and prepares informational notices/reports; recommends improvements to ordinances, policies, and procedures.

+ Promotes and supports a culture of continuous improvement across all levels of the organization.

Grant Coordination

+ Participates in the development and administration of federal, state, and local grants; researches grant funding and prepares grant applications for City projects as requested.

+ Ensures proper administration of grants, including accounting, reimbursement to the City, applications for increases or adjustments of the grants, and all other regulatory requirements unique to specific grants.

Public Art Program

+ Manage the strategic planning, coordination, and execution of the art program to ensure quality, consistency, and alignment with organizational objectives.

Community Outreach

+ Attends and participates in a variety of professional group meetings with intergovernmental partners, City and department staff, Council, commissions, committees, community groups, and others as needed; acts as a subject matter expert in providing information and presentations; attends training.

+ Anticipates and troubleshoots problems where needed; assures prompt and appropriate response to community inquiries, requests, and/or complaints.

+ May lead community outreach initiatives to build relationships, promote engagement, and strengthen the organization's presence and impact within the community.

QUALIFICATIONS

REQUIRED QUALIFICATIONS

A Bachelor’s degree in public or business administration, political science, communication or related field AND four (4) years of work experience involving project management, grant administration, research, and statistics.

OR

Associate of Arts or Science Degree in public or business administration, political science, communication or related field AND six (6) years of work experience involving project management, grant administration, research, and statistics.

OR

High School Diploma or G.E.D. and eight (8) years of progressively responsible experience involving project management, grant administration, research, and statistics.

*May have a combination of experience, education, and training that would substitute for the above requirements.

PREFERRED QUALIFICATIONS

+ Local government, records management, and web page creation and management experience is preferred.

SPECIAL REQUIREMENTS OR LICENSE(S)

+ Must pass a thorough City of Lacey background investigation and reference checks.

+ Must be attentive to job safety considerations and follows all required safety policies, procedures and techniques.

+ Must maintain a level of physical and mental fitness necessary to perform the essential functions of the position.

+ Must possess a valid Washington State driver’s license at time of hire OR must obtain within 30 days from date of hire, and must have a driving record acceptable to the City and the City’s insurance carrier; OR must be able to provide own transportation to and from job, meetings, and related job sites.

+ Verification of identity and United States work authorization must be complete as required by the Immigration Reform and Control Act.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

+ General project management and auditing principles, practices, and procedures and industry best practices.

+ Grant applications and administration.

+ State laws and municipal ordinances related to areas of responsibility.

+ The principles and practices of public administration, especially public records, public information and community relations.

+ Local governmental structure and organization and pertinent local, state, and federal laws related to municipal government operation for optional municipal code cities.

+ Principles of delegating work to assigned staff.

+ Basic mathematical and computational skills needed to perform work.

+ Public policy issues relating to local government and the general needs of the community.

+ General office procedures and practices; computers and their applications including spreadsheets, databases, and word processing systems.

Skill in:

+ Troubleshooting and solving complex technical problems, using good judgment in decision making.

+ Coordinating project work and assigning tasks.

+ Monitoring grants and assisting in developing, maintaining, and forecasting the division budget.

+ Developing appropriate metrics related to area of work and providing analyses of such metrics for division efficiencies.

+ Analyzing and organizing technical information and using critical thinking.

+ Diplomacy and presenting a positive image of the City, both verbally and in writing.

+ Using sound judgment, being dependable, and meeting scheduled time lines.

+ Interpreting, applying, and explaining rules, regulations, policies, and procedures.

+ Planning and organizing work and meeting schedules and time lines.

+ Preparing a variety of reports, logs, records, and files related to assigned activities.

+ Using proper business English and grammar for drafting letters, memos, and related correspondence.

+ Maintaining complex record keeping for correspondence, reports, and documentation.

Ability to:

+ Manage several complex projects simultaneously and with extreme attention to detail, while meeting internal and external customer needs; produce an accurate, thorough, and complete work product and to work under pressure and meet deadlines.

+ Enthusiastically promote and support the City’s goals and priorities in compliance with all policies and procedures in a professional manner.

+ Perform responsible and complex technical, administrative, and/or clerical work using independent judgment, initiative, and discretion with specific emphasis on special projects and governmental operations; analyze complex issues and make accurate decisions independently.

+ Maintain knowledge of current city, state, federal, and local laws and regulations related to area of work; research and apply legislative mandates, administrative codes, state statutes, policy decisions, and the goals and objectives of the City and related state and local agencies.

+ Remain current on concerns, situations, and conditions of special interest to the City.

+ Work collaboratively on cross functional teams; communicate complex, sensitive, or controversial information on City policies and procedures in a diplomatic manner and present a positive image of City services, both verbally and in writing.

+ Conduct research and analysis of quantitative and qualitative data; establish, update, interpret, apply, and explain rules, regulations, policies, and procedures.

+ Project a strong commitment to the mission, vision, and values of the City with the ability to foster and maintain the trust and support of employees and the community; enthusiastically promote the City's goals and priorities in compliance with all policies and procedures.

+ Maintain assigned systems in accordance with designated practices and procedures.

+ Research and prepare accurate reports and analyses; research problems, analyze data, and recommend improvements and/or solutions as appropriate.

+ Maintain City records and City information in coordination with all state and federal public records statues, retention schedules, and regulations.

+ Communicate effectively and develop and maintain positive and cooperative relationships with internal customers, employees, public agencies, citizens, and stakeholders.

+ Diffuse potentially hostile situations and resolve disputes in the interest compliance and customer service in a respectful manner and with an understanding of project deadlines; meet deadlines and organize daily work effectively in cooperation with other departments and staff.

The City of Lacey understands the importance of benefits and offers a competitive and full benefits package for all regular full-time employees.

Generally, represented employees may receive some, or all, of the benefits listed below, based on their union contracts. Those employees should consult their union agreements for specific information about their benefits, which can be found on the City web page here (http://www.ci.lacey.wa.us/city-government/city-departments/human-resources/union-contracts-and-policies) .

Medical Insurance Benefits:

+ Medical - Choice of Regence BlueShield (PPO) or Kaiser Permanente (HMO) plans offered through the Association of Washington Cities (AWC) Trust.

The employer pays 100% of employee's monthly premiums and 90% of qualified dependent/domestic partner's premiums.

+ Vision - VSP with low co-pays

+ Dental – Choice of Willamette or Delta Dental plans and orthodontia coverage.

+ Employee Assistance Program (EAP) – Program that provides resources to employees, their immediate family (including dependent children) and anyone living in the employee’s household. The EAP can provide help with matters such as stress/anxiety, parenting, grief, workplace issues, legal services, financial services, and more.

Life Insurance & Long Term Disability & Accidental Death and Dismemberment

+ Employer paid life insurance plan

+ Employer paid long term disability plan

+ Employer paid accidental death and dismemberment plan

Leave Benefits:

+ Vacation (which increases with years of service)

+ 96 Hours Vacation on Accrual Basis for Non-Represented Non-Supervisory Employees, LPOG Represented Employees

+ 128 Hours Vacation on Accrual Basis After Second Year of Employment for LPMA Represented Employees & LPSMA Represented Employees

+ 135 Hours Vacation on Accrual Basis for Non-Represented Supervisor or Management Employees

+ 11 Paid Holidays

+ Floating Holidays

+ 2 Floating Holidays for Non-Represented Employees & LPSMA Represented Employees

+ 1 Floating Holiday for LPOG & LPMA Represented Employees

+ 8 Hours Sick Leave on Accrual Basis Per Month

+ Jury Duty/Military Leave

+ Bereavement Leave

*All benefits and accruals outlined in collective bargaining agreements can be found here: Policies, Union Contracts, Pay & Benefits - City of Lacey (https://cityoflacey.org/union-contracts-policies-pay/)

Investment and Retirement Programs:

+ State retirement pension plan – Includes employer paid contributions to the State of Washington State Department of Retirement Systems (DRS)

+ 457 Deferred Compensation (voluntary)- two options MissionSquare and DRS

+ Social Security benefit (for Public Employee Retirement Systems (PERS) covered staff) – Our Employee Benefits include employer paid contributions to Social Security and Employees pay the employee portion of Social Security tax.

+ HRA/VEBA plan- A designated monthly amount (a City and/or employee contribution) is paid into a Health Reimbursement Arrangement (HRA) VEBA account. An HRA is a type of health plan savings account for your family’s medical care expenses and premiums, which can be accessed during employment with the City or saved and used at separation or retirement.

+ 1% Benefit - Employer provides a 1% contribution of your monthly salary pre-tax towards two options; 1) applied to insurance premium amount owed for dependent coverage or invested into a 457 deferred compensation account; OR a cash disbursement amount applied to your check monthly but the amount is taxed.

Voluntary Benefits:

+ Optional plans for additional life insurance, disability, and accident coverage

+ Flexible Spending Account (FSA) Plan - employees can contribute pre-tax contributions toward IRS allowed, qualifying medical and/or daycare expenses.

Wellness Program:

+ The City has a robust employee Wellness program that offers a variety of resources and activities for employee well-being.

Flexible Working Arrangements:

+ In recognition of Commute Trip reduction efforts, the City of Lacey provides flexible and alternative work schedules for many of our workforce positions.

+ City Hall is within minutes driving from I-5 Exit 108, and within walking/biking distance from Park and Ride Transit Martin Way Location and the Chehalis Western Trail.

Tuition Reimbursement:

+ The City promotes a learning environment and encourages opportunities for employees to continue to grow in their positions and careers. The City offers tuition reimbursement (as outline in City Personnel Policies) for eligible employees.

Public Service Loan Forgiveness Program (PSLF):

+ Employees are also eligible to apply to The Public Service Loan Forgiveness Program. This program is a United States government program that was created under the College Cost Reduction and Access Act of 2007 to provide indebted professionals a way out of their federal student loan debt burden by working full-time in public service.

*Note: Regular part-time employees may be eligible for pro-rated benefits (medical/dental/vision) depending on the hours of work assigned to the position. Their spouses and dependents are not eligible for health insurance coverage.