Community Investments Grants Specialist (Program Specialist 2)

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Community Investments Grants Specialist (Program Specialist 2)

Salary

$3,294.00 - $4,286.00 Monthly

Location

Thurston County – Olympia, WA

Job Type

Full Time - Permanent

Job Number

2020-ARTS-001

Department

Arts Commission

Opening Date

10/30/2020

Closing Date

11/15/2020 11:59 PM Pacific

Description

~ This position is assigned to our Olympia location; however, all positions are currently teleworking daily for the foreseeable future due to the COVID-19 pandemic.
This position will remain eligible for partial teleworking, subject to agreement by Supervisor and the Executive Director .~

What you will be doing:
Here at the Washington State Arts Commission, in our Community Investments Department, we have a fantastic opportunity for you to work with our Arts in Education (AIE) and Grants to Organizations (GTO) programs. The Community Investments Grants Specialist organizes, plans, and coordinates administrative operations for the GTO and AIE grant programs, a division that manages up to $3 million in grants, and provides direct administrative support for GTO operations. The position has delegated authority to resolve problems and provides consultation regarding AIE and GTO programs to constituents.

The Community Investments Grants Specialist serves the arts and cultural sector of Washington state through assisting in the design and refinement of innovative systems that increase access and support for constituents.

Who we are:
The mission of the Washington State Arts Commission, also known as ArtsWA, is to be a catalyst for the arts, advancing the role of the arts in the lives of individuals and communities throughout the state. Our Arts in Education programs focus on strengthening arts education as part of and fundamental to K-12 basic education; our Grants to Organizations programs focus on expanding arts participation across the state, with a particular interest in serving diverse populations and increasing equity and access in the arts. Interested candidates are encouraged to visit our website www.arts.wa.gov to gain insight into the agency's mission and strategic plan.

Who we are looking for:
We are looking for a team member with exceptionally strong administrative skills and enthusiastic interest in and understanding of supporting arts organizations and arts education across Washington State. You need to have a strong understanding of the administration of granting processes including online grant-application platforms, as you will assist in the development of projects, contracts, and grant programs.

You will support two program managers in a busy department; the work requires exceptionally strong attention to detail, excellent written and verbal communications skills, and the ability to manage multiple overlapping projects and deadlines.  You must appreciate the importance of relationship building as you will be interacting with a diversity of outside constituents, grantees, and applicants across the state.

Why YOU would be interested in this position:
This position is an integral part of the Community Investments Department’s program management. Your work will shape efficient and responsive administration processes for programs that have a deep impact on arts in education, arts participation in communities, and the creative economy of Washington State.

Because we are a small agency, you will have many opportunities to develop, grow, and become deeply involved in the work of our department, that you mostly won't find in a larger agency.  The Community Investments team is deeply committed to the arts and arts in education. We work hard and truly enjoy what we do while maintaining pride in our work. We are busy year-round. If you enjoy staying busy and like a variety of duties and opportunities to shape those duties, we promise you won't get bored. If this position fits your experience and you are passionate about the arts, we encourage you to apply.

Duties


Central to this role is coordinating all processes and workflow associated with the administration of community investments grants including training administration staff on established procedures or working with managers to establish a training process for new procedures and policies. This position serves as lead to the Community Investments admin team. It includes representation of the admin team at times; in agency and public meetings, and presentations.

As Grants Specialist for all Community Investments (AIE & GTO) Grants Programs:

  • Coordinates all processes and workflows associate with GTO and AIE grants. This includes training staff on established procedures and policies and establishing process.
  • Consults with constituents including grant applicants, grantees, and panelists regarding content, policies and procedures and promotion of the program.
  • Initiates feedback and analysis regarding the functions of GTO and AIE grants, including program specific policies, procedures, regulations, program needs, and developing a course of action to the feedback.
  • Creates grants program-related and shared process timelines.
  • Develops grants program-specific master schedules.
  • Delegates grant-related tasks for the community investment team.
  • Represents staff and interns in grant/project administration, as needed.
  • Oversees intern work.
  • Updates managers on assigned task/progress.
  • Is the central resource for grant panel facilitation. This includes logistics, accessibility, and related budget/expense estimates.
  • Is the point person for the online grant application platform. This includes development of processes related to existing and new programs, assessment of budget/expenses, and completion of risk assessments.
  • Lead for contract management and annual reporting.
  • Coordinates statistical information and documentation for program outcomes.
  • Manages finances independently.

Grants to Organizations (GTO) support:
This position serves as the primary support for the Grants to Organizations Program Manager. You will work directly with the GTO program manager to support GTO administration. The GTO Program Manager is your supervisor of record. 

In the Online Grants System:
  • Develops and maintains all necessary forms and reports, adjusting content as needed.
  • Is the contact for questions regarding the system, and provides technical assistance.
  • Addresses concerns reported by users and keeps managers up-to-date on issues.
  • Tracks submissions of applications, final reports, and other forms.
  • Ensures system revisions are completed and communicated.

Support for Grants Processes:
  • Screens grant applicants for eligibility and completeness. Reviews findings with managers as needed.
  • Coordinates review panel meetings for the program managers.
  • Drafts, edits, and reviews program correspondence, grant guidelines, and final reports.

Contract Management:
  • Prepares and distributes contracts.
  • Prepares invoices for approval and tracks payment requests.
  • Posts payments and financial reconciliation with agency program budget staff, and related records management.
  • Prepares and processes correspondence with grantees.
  • Reviews program policy and makes recommendations to program manager.
  • Is the point of contact for grant management questions for managers and applicants.
  • Responds to inquiries from applicants and grantees regarding grant management questions or applications.
  • Addresses concerns about guidelines and provides technical clarifications and assistance.
  • Consults with program manager on complex situations that may present a risk to the agency.
  • Produces reports to support federal and/or state requirements. Documents the impact of GTO grant investments.
  • Drafts, edits, and reviews program correspondence, grant guidelines and final reports.

Arts in Education (AIE) support:
ZoomGrants System:
  • Develops and maintains all necessary forms and reports, adjusts content as needed.
  • Is the contact for questions regarding the system and provides technical assistance.
  • Addresses concerns reported by users and keeps managers up-to-date on issues.
  • Tracks submissions of applications, final reports, and other forms.
  • Ensures system revisions are completed and communicated.

Support for Grants Processes:
  • Screens grant applicants for eligibility and completeness. Reviews findings with managers as needed.
  • Coordinates review panel meetings for program managers.
  • Drafts, edits, and reviews program correspondence, grant guidelines, and final reports.

Qualifications


REQUIRED: 

  • A Bachelor’s degree in public administration or closely allied field
AND
  • Three (3) years of program specialist or high-level administrative experience. Note: Administrative or managerial work experience may be substituted for education on a year-for-year basis.
  • Skills and abilities with basic office equipment (including computer, phone, fax, copier, and printer), proficiency with Microsoft Office Suite (incl. Word, Excel, Access, and PowerPoint), proficient use of email and the internet, and proficiency with online grants systems.

PREFERRED/DESIRED:
  • Two (2) or more years of program specialist experience in support of a recognized arts, cultural, philanthropic, or educational program.
  • Thirty-six (36) months or more experience of administration work in writing and developing contracts and working with grants, grant programs, and/or online grant application platforms. 

Supplemental Information


READ THE FOLLOWING INSTRUCTIONS COMPLETELY:
Please attach the following documents in order to be considered. Failure to do so may result in you not being considered for the position:

  • A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position;
  • Current resume, detailing experience, and education;
  • At least three (3) professional references with current contact information attached.

NOTE: 
The initial screening will be solely based on the contents and completeness of the "duties summary" section of your application in Careers.wa.gov, completeness of the application material submitted, and the supplemental questionnaire.  A resume will not substitute for completing the "duties summary" section of the application. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.  
 
By submitting materials, you are indicating that all information is true and correct. The State may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.
 
NOTE:
This position is in a bargaining unit and falls under the Collective Bargaining Agreement between the state of Washington and the Washington Federation for State Employees (WFSE).
 
The State of Washington celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.
 
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Persons with a disability who need assistance with their application or need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.
 
The State of Washington is committed to creating a diverse and inclusive culture. We encourage women, veterans, people of color, and persons with disabilities to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, age, gender identity, sexual orientation or any other characteristic protected by law.
 
Should you have any questions regarding this position or the online application, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.gov

More than Just a Paycheck!
 
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

 
Read about our benefits:
 
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.

Insurance Benefits
 
Employees and families are covered by medical (including vision), dental and basic life insurance.  There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.  Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.  Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.  To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.
 
Retirement and Deferred Compensation
 
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.
 
Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
 
Vacation (Annual Leave)
 
You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.
 
Holidays
 
Full-time employees are entitled to eleven* paid holidays:
 
HOLIDAY
DATE
 
New Year's Day
January 1
 
Martin Luther King, Jr's birthday
Third Monday in January
 
Presidents' Day
Third Monday in February
 
Memorial Day
Last Monday in May
 
Independence Day
July 4
 
Labor Day
First Monday in September
 
Veterans' Day
November 11
 
Thanksgiving Day
Fourth Thursday in November & Friday after
 
Christmas Day
December 25
 
Personal Holiday
Employee's selection each calendar year

*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.
 
Social Security
 
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
 
Sick Leave
 
Full-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.
 
Please visit the State HR Website for more detailed information.

01
What is your level of education?
  • Some or no college
  • 1 year of college (30 semester or 45 quarter credits)
  • Associate's degree OR 2 years of college (60 semester or 90 quarter credits)
  • 3 years of college (90 semester or 135 quarter credits)
  • Bachelor's degree or higher in public administration or related field
  • Bachelor's degree or higher in an unrelated field
02
How many months of progressive administrative or managerial experience do you have?
  • 0-11 months
  • 12-23 months
  • 24-35 months
  • 36-47 months
  • 48-59 months
  • 60-71 months
  • 72-83 months
  • 84 months or more
03
Please select as many of the options below that match your level of proficiency with Microsoft Excel. *If you make a selection, you MUST have mastered ALL choices in that row.
  • A - Create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions
  • B - Create and format charts and graphs
  • C - Import data from other sources and filter lists
  • D - Use templates, styles, AutoFormats, and multiple worksheets
  • E - Create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets
  • F - Develop complex spreadsheets with macros, multiple math functions, advanced filters, and links to external sources of information
  • G - Create custom toolbars and chart types, and use data analysis tools
  • None of these apply
04
Please select all that apply that describe your level of expertise in Microsoft Word: *If you make a selection, you MUST have mastered ALL choices in that row.
  • Create, format, edit, preview, print, and save documents
  • Use standard functions to select, edit, copy, paste, format, and spell check text
  • Create bulleted and numbered lists, indent and align paragraphs, and use bordering and shading features
  • Create forms using templates, work with form fields, and format and enhance forms
  • Use mail merge to create form letters, modify merged documents, and merge envelopes and labels
  • Create, format, and edit tables, columns, and charts.
  • Insert and format sections, create headers and footers, and work with pictures and draw objects
  • Save and edit web pages and work with hyperlinks
  • Create tables of contents and compile and update indexes
  • Create, run, and edit macros to combine commands and automate complex series of tasks
  • None of these apply
05
Do you have experience working with online grant application systems?
  • Yes
  • No
06
How many months of experience do you have as a program specialist in support of a recognized arts, cultural, philanthropic, or educational program?
  • 0-11 months
  • 12-23 months
  • 24-35 months
  • 36 or more months
07
Select the answer below that best describes your experience in managing fiscal processes such as preparing/submitting/tracking invoices, tracking and reconciling budget documents, contracts, etc.
  • 0-11 months
  • 12-23 months
  • 24-35 months
  • 36 months or more
08
Select the answer that best describes your length of professional experience working for a state, county, or city government agency.
09
Describe your experience in coordinating meetings, including working with facilities, catering, audio and visual equipment needs and setup, rosters, handouts, associated travel needs for participants and management of all details regarding events.
10
What's one example of a complex administrative project that you successfully completed within the last year? NOTE: Briefly describe the project, your role, and why the outcome mattered to your team. (Please limit your response to no more than 250 words.)
11
How did you hear about this job posting?
  • Careers.wa.gov
  • College Job Board
  • Friend
  • Indeed
  • LinkedIn
  • Other
12
If you selected College Job Board or Other, please let us know the name of the college, job board, or place you heard about this position. If you selected a specific job board or webpage (listed above), please enter "n/a".

Required Question

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