2026-04-20 Capital infrastructure - Admin Asst. Grant Administrator
To: Board of County Commissioners
Cc: County Manager Ryan Barrett
From: Matt Patana, Capital Infrastructure Specialist
Date: 4/20/2026
Subject: Request to hire an Administrative Position for Capital Management
Attachments:
A - HR Job Analysis
B - Job Description
C- Capital Project List
I am requesting approval to fill the Administrative Assistant – Grant Administrator position (Job
Class Code 1472, Pay Grade 119, PCN 1472002) within the BOCC/Capital Infrastructure division.
This dedicated, full-time role, which reports directly to the Capital Infrastructure Specialist, is
essential to overseeing and administering our expanding portfolio of capital projects.
The need for this position is driven by the substantial increase in capital projects and grant funding.
We are currently managing more than 30 active capital projects with a total value exceeding
$11.5 million. These projects are currently handled solely by the Capital Infrastructure Specialist,
with only high-level support from the Budget Department for funding analysis, financial tracking,
and budgeting. The volume and complexity have now reached a point where a single position
cannot sustainably manage all requirements without risking delays, compliance issues, or reduced
oversight quality.
I have been successful in securing recent grant awards through the State Capital Budget and the
Washington State Department of Transportation (WSDOT) — including EV charging
infrastructure and parking improvements — which have intensified this demand. These grants
require strict compliance, detailed reporting, adherence to timelines, and thorough documentation
to maintain eligibility and secure reimbursement.
As outlined in the attached Administrative Assistant – Grant Administrator Job Description
(effective April 2026), the position will serve as administrative support for OpenGov
Procurement and the department’s electronic records management system, including project
timelines, local files, and Munis accounts payable/receivable entries. The role will assist with
competitive bidding, procurement, contract preparation and bid evaluations; act as liaison with
the Auditor’s Office and Budget Department for financial coordination and compliance; prepare
resolutions, correspondence, contracts, and reports; and provide comprehensive grant
administration. This dedicated administrative support will ensure I can be more available in the
field, actively managing contractors and providing direct project oversight, quality control, and
limiting change orders, cost overruns, and schedule delays.
With this support, I will also have more focused time in the office to search for new grant
opportunities, develop stronger project scopes, and create competitive contract documents that
protect the County from unnecessary change orders, poor products, underperforming contractors,
and missed funding opportunities. I will be able to invest time in learning and implementing
time-saving programs, streamlining systems, and improving processes so Capital Infrastructure
can operate more efficiently.
The new position will take on key administrative, compliance, and coordination responsibilities,
allowing our team to deliver higher-quality projects with greater efficiency and oversight.
With two dedicated staff members focused on Capital Infrastructure — supported by existing
Budget Department resources for high-level financial analysis and, when eligible, project
management funded through grants — we will have the capacity to stay on target with project
timelines, maintain full regulatory compliance, and successfully deliver these critical infrastructure
improvements.
This need has been thoroughly evaluated based on current project volume, anticipated new grants,
and the detailed responsibilities defined in the attached job description. Approval of this position
at the earliest opportunity will ensure we can effectively steward taxpayer dollars while meeting
all grant and contractual obligations.
The total estimated impact on salaries and benefits is $90,000, including benefits. This cost is
based on hiring up to a step 4 of the 119 pay grade. There is already a computer and office space
established.
Thank you for your consideration and continued support of Lewis County’s Capital Infrastructure
priorities.
Respectfully,
Matt Patana
Capital Infrastructure Specialist
Lewis County Capital Projects
ADMINISTRATIVE ASSISTANT –
GRANT ADMINISTRATOR
JOB DESCRIPTION
Page 1 of 3
Job Title: Administrative Assistant – Grant Administrator Dept./Division: BOCC/Capital Infrastructure Job Class Code: 1472 Pay Grade: 119 PCN: 1472002 FLSA: Non-Exempt Effective Date: TBD Representation Status: Non-represented Revision Date: April 2026 Reports To: Capital Infrastructure Specialist
NATURE OF WORK Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to the Capital Infrastructure Specialist; assists with procurement and contracts, tracks and analyzes grant-funded programs, budgets and expenditures.
ESSENTIAL FUNCTIONS:
The following duties are the fundamental, crucial job duties performed by this position. This is not a
comprehensive list of all tasks that may be assigned. Incumbent may be required to perform other duties as
assigned and appropriate for the position.
• Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and assists with public disclosure requests.
• Prepares and drafts correspondence, statements, resolutions, contracts, reports, forms, and/or other departmental documentation.
• Attends and participates in administrative briefings and other assigned meetings; records and transcribes meeting minutes.
• Updates and maintains departmental records and filing systems; purges archived records in accordance with established retention guidelines.
• Supports Specialist in competitive bid process including preparation and posting of Call for Bids, coordinating pre-bid meetings; assists in public bid openings and reviews, prepares bid and proposal evaluations, determination of responsiveness, and recommendation for apparent low bidder; assists with protest resolution.
• Assists in the preparation of contracts for design and construction/maintenance work.
• Supports Specialist in funding source or grant compliance and required reporting; ensures compliance with grantor guidelines in the allocation of funds and in maintaining grant record keeping for local and state government entities.
• Reviews contractors pay estimates and miscellaneous contract invoices and verifies accuracy of calculations before obtaining Department approval and submission for payment; processes invoices, collaborating with entities to resolve any issues that may arise.
• Oversees closeout actions upon contract completion such as final audit, payment, release of committed funds, etc.
Job Title: Administrative Assistant – Grant Administrator Job Class Code: 1472
Page 2 of 3
• Creates, administers, and maintains the Department’s electronic records management system and related electronic file repository.
• Monitors and maintains compliance with regulations governing the management of departmental records.
• Performs a variety of accounts payable and receivable functions.
• Conducts grant research; writes and submits grant applications; monitors and verifies County compliance with grant funding agency reporting requirements, including scope of work and environmental documents.
• Administers Capital Infrastructure department procurements, grants and contracts; compiles data and submits operational and financial reports in accordance with funding agency requirements; coordinates with the Specialist in preparing grant reports as required.
• Develops grant revenue and expenditure tracking procedures; and reviews project invoices for accuracy and completeness.
• Prepares and submits billing and reimbursement requests; maintains financial documentation for project reimbursement rates and financial reports.
• Monitors and maintains office supply inventories.
• Coordinates and conducts special projects as assigned.
WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in a standard office environment; subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting of objects up to 35 pounds.
QUALIFICATIONS:
REQUIRED: High School Diploma or G.E.D. equivalent, AND three (3) years’ experience as an administrative assistant, plus one year of grant fund accounting experience.
PREFERRED: Experience with OpenGov, governmental accounting, and records management.
COMPETENCIES (Knowledge, Skills, Abilities, and Behaviors):
Knowledge of:
• Adobe and Microsoft office programs to include excel, outlook, and word.
• Procurement rules, requirements and procedures.
• Capital Infrastructure Department operations.
• Washington State BARS, RCW’s, and WAC’s.
• Methods and techniques for grant fund budget preparation and analysis.
• Standards and requirements for grant program financial and operational reporting.
• Automated financial systems and software.
• General office practices and equipment.
• Standard computer software applications.
• Fund accounting principles.
• Records management principles and standards.
• Customer service principles, protocols, and standards.
Skills in:
Job Title: Administrative Assistant – Grant Administrator Job Class Code: 1472
Page 3 of 3
• Coordinating and conducting a variety of skilled administrative support functions.
• Preparing and maintaining correspondence, reports, and other types of documentation.
• Administering grants and contracts and performing grant fund accounting functions.
• Maintaining accurate records to meet grant funding agency requirements.
• Scheduling and organizing meetings and appointments.
• Establishing and maintaining effective working relationships with other staff, County departments, outside agencies, and the general public.
• Communicating effectively verbally and in writing.
• Reading, interpreting, understanding and applying accounting standards and procedures, applicable Federal rules and regulations, and County policies and procedures.
• Analyzing and interpreting financial documents and calculations and preparing financial reports.
• Performing accurate data entry and mathematical calculations.
• Maintaining accurate and interrelated accounting records and identifying and reconciling errors.
Ability to:
• Learn and follow County policies and procedures.
• Be organized, follow workflow processes.
• Make timely, logical decisions, solve problems, and prioritize work appropriately.
• Work independently.
• Manage Specialists Calendar.
• Stay focused and organized, anticipate and plan workflow processes.
Behaviors:
• Regular, reliable attendance with minimal unplanned absences.
• Attention to detail.
• Demonstrate initiative to learn, share information, and improve processes.
• Build constructive working relationships with colleagues and stakeholders.
• Commit to the delivery of public services that will benefit the community and contribute to the well-being and quality of life for the citizens of Lewis County.
As the incumbent in this position, I have received a copy of this position description. ________________________________________________ Employee’s Name _________________________________________________ Employee’s Signature Date