Community Development Project Assistant

The salary indicated above includes longevity (1% earned after five years and increases to a maximum of 4% after 20 years).

This recruitment will remain open continuously until the position is filled, with a first review of applications on May 1. After that date, applications will be reviewed on a daily basis until the recruitment has closed.

About the Department
The Department of Community Development (DCD) is responsible for land use and building permit review and approvals; long-range city and regional planning; building inspection; code enforcement, coordination of development review processes, design standards, and enforcement of the city development code. DCD works with all members of the community to make Bremerton a place of social, economic, and physical health by providing collaborative planning processes and responsive development services to achieve our community's desired future. We are committed to equity and inclusiveness as a foundational element of our work and in creating a positive work environment.

About the Position
The City of Bremerton’s Department of Community Development is seeking an experienced and collaborative professional to serve as a Project Assistant on their team.

Under the direction of the Director of Community Development, the Project Assistant provides administrative, financial, and programmatic support for departmental operations, capital improvement projects, grants, and contracted professional services. The Project Assistant Coordinates and monitors project-related activities to ensure compliance with applicable federal, state, and local regulations, including grant and labor standards requirements.

This position performs technical and administrative functions related to contract and grant administration, including invoice processing, payment reconciliation, and financial tracking across multiple stakeholders such as internal departments, external agencies, consultants, contractors, and funding entities.
Maintains accurate and organized records for projects, budgets, contracts, grants, and advisory bodies (e.g., Boards and Commissions), ensuring documentation supports transparency, accountability, and audit readiness.

The project assistant provides support in the development, tracking, and monitoring of departmental budgets, grants, and capital projects. Assists with day-to-day departmental operations and contributes to process improvements that enhance efficiency and compliance.(Note – this list is intended only to illustrate the various types of work that may be performed. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties).

Budget Management:
•Assists in the development of the Department’s annual budgeting for Building, Planning, Block Grant, Code Enforcement Abatement and Tax & Licensing.
•Monitors the budget monthly to ensure revenues and expenditure expectations are met.

Office Management:
•Coordinates the volunteer Boards and Commissions managed by the department.
•Makes recommendations to the Director regarding process improvements and departmental procedures as appropriate.
•Coordinates assigned projects with other appropriate city departments, local jurisdictions, regional, state, and federal agencies.
•Processes all departmental accounts payable.
•Provides information to the public and others on rules regulations, policies and procedures pertaining to projects and departmental operations.
•Prepares correspondence, reports, graphics and spreadsheets.

Project & Grant Management:
• Plan, coordinate, and conduct operational, administrative, and management studies; research, compile, and analyze data to develop and present actionable recommendations.
• Reconcile data across multiple sources; analyze proposed legislation and evaluate fiscal impacts; prepare reports on program plans and budget requirements.
• Coordinates assigned projects with the Director, City departments, consultants, and contractors to ensure timely and accurate completion of administrative and operational requirements.
• Monitors project scope, schedule, and budget to ensure compliance with applicable regulatory and grant requirements.
• Prepares, processes, and administers contracts and agreements, including award and closeout activities.
• Prepares, reviews, and maintains project documentation, including financial records, invoices, and reports, ensuring accuracy, completeness, and audit readiness.
• Ensures compliance of contracts, invoices, grant requests, and reports with federal, state, and local regulations.
• Prepares and submits grant reimbursement requests and completes required grant and loan reporting.
• Maintains project tracking systems, including schedules, budget monitoring, cash flow analysis, and grant reporting.

KNOWLEDGE, SKILLS and ABILITIES
•Knowledge of capital project scheduling, budget development, and financial tracking procedures
•Knowledge of governmental accounting principles and practices
•Familiarity with grant and loan program requirements, including compliance and reporting standards
•Understanding of municipal government operations, particularly within a community development environment
•Proficiency in using computerized financial systems and standard office software, including word processing, spreadsheets, and financial management applications
•Knowledge of records management and documentation practices to support compliance and audit readiness
•Ability to communicate effectively, both orally and in writing, including preparing clear, accurate, and comprehensive reports and documentation
•Ability to analyze, review, and verify financial data, contracts, and supporting documentation for accuracy and compliance
•Ability to prepare financial reports, statements, and basic analyses to support budgeting and project tracking
•Ability to apply principles of project management, including planning, coordination, and organizational support
•Ability to understand and apply administrative management practices, including budgeting, contract administration, and grant program oversight
•Ability to establish, implement, and maintain organized documentation and tracking systems
•Ability to operate a personal computer using standard and specialized software for financial and grant management
•Ability to work independently with minimal supervision and collaboratively as part of a team
•Ability to learn, interpret, and apply applicable laws, regulations, and governmental proceduresMINIMUM QUALIFICATIONS
•Must be at least 18 years of age
•High school diploma or GED required
•Associate degree in business administration, accounting, or a related field preferred AND
•Two (2) years of responsible experience in administrative support, accounting, project coordination, executive-level support, or grant administration
•Equivalent combination of education and relevant experience may be considered

PHYSICAL REQUIREMENTS
Work involves light physical activity and may include:

•Sitting, walking and/or standing for extended periods
•Bending, stooping, kneeling, crouching, and reaching occasionally
•Lifting, carrying, pushing, and pulling objects (up to 20 pounds occasionally and up to 10 pounds frequently)
•Performing repetitive hand and arm movements, ex. typing
•Visual acuity sufficient to perform assigned duties, including reviewing work for accuracy and operating equipment or vehicles as needed.

WORKING CONDITIONS

•The duties of this position are performed in a typical office environment.The City of Bremerton is committed to integrating diverse perspectives into our workplace culture and encourages our employees to bring their whole, authentic selves to work. We strive to create a diverse team that allows us to effectively connect to the community we serve.

Applicants must apply on-line athttp://www.BremertonWA.gov/169/Current-Jobs.

Required Application Materials:City application and personal résumé are required. Incomplete application packets will not be considered. Required application materials must be submitted online by 5:00 p.m. on the closing date. It is the responsibility of the applicant to carefully list all pertinent experience and training.This recruitment will remain open continuously until the position is filled, with a first review of applications on May 1. After that date, applications will be reviewed on a daily basis until the recruitment has closed.

Important Application Note: Please do not attach copies of certifications to your application unless they are listed as a requirement for the position. You are welcome to mention relevant certifications on your resume.

Appraisal of Experience and Education/Training: At this initial review, application packets may be evaluated entirely on the basis of information you provided in the completed City application form. Applicants should include all relevant information on the City application. Applicant’s education, training, and experience will be assessed. The passing score is 70%. The top qualifying candidates will be invited to participate further in the examination process. Meeting or exceeding qualifications does not guarantee the applicant will be invited to participate in the oral examination process.

Oral Examination: A panel will evaluate the applicant’s training, experience, and ability to perform the job. Placement on the eligibility list is determined by weighted examination scores as follows:

Appraisal of application packet regarding Experience and Education/Training - Passing Score 70% - Weight 40% Oral Examination - Passing Score 70% - Weight 60%

Applicants must achieve a score of 70% or better on each portion of the exam in order to be placed on the hiring list.

Employee Preference: Regular City employees applying for and passing an Open Examination will have seven point five (7.5) percent of their PASSING score added to establish their final score.

Veteran's Preference: Veterans, who have passed an examination, shall be entitled to preference pursuant to Chapter 41.04 RCW.

NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodation for examination must advise Human Resources no later than one (1) week prior to the scheduled examination so that appropriate arrangements can be made. (360) 473-5348.

LEGAL and REGULATORY EMPLOYMENT CONDITIONS

•This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime
•This position is represented by Teamsters Local 589 in accordance with the applicable labor agreement
•This position is excluded from the City’s Civil Service system

This job description does not constitute an employment contract and may be modified as organizational needs change