Accounting / Grants Assistant

State of Oklahoma

About The Position

Under the direct supervision of the Federal Aid Coordinator, is responsible for performing various duties related to applying, administering, maintaining and reporting for Wildlife Restoration, Sportfish Restoration, State Wildlife Grants, Endangered Species and other federal grants programs for a large number of supervisory and technical personnel. Review and process P-card transactions for grant eligibility using Works P-card software. Review purchase requisitions, and payment vouchers for grant eligibility using Peoplesoft software. Review and process subrecipient invoices and purchase orders. Duties include accounting/bookkeeping and reconciliations. Prepare grant reimbursement requests and grant financial reports. Maintain files of grant documents and reports. Assist supervisor with other administrative duties as assigned. POSITION: Grants Assistant LOCATION: 1801 N. Lincoln Blvd., OKC, OK 73105 JOB DUTIES: Responsible for grant management duties and assisting with administrative tasks. Establish and maintain all Department grant files and records, including grant financial records which require financial accounting duties. Set up grants in federal grant management software program (PeopleSoft and GrantSolutions), maintain as needed. Daily review and approval of Department expenditures for grant eligibility. Review/process Division p-cards on a weekly basis. Review and report on program revenue as needed, monitor relative to grant approval parameters. Communicate with Division personnel regarding grant-related expenditures. Review formatting of performance reports. Review subrecipient invoices and process payments using Peoplesoft software. Review and approve purchase requisitions, purchase orders and payment vouchers verifying grant eligibility using Peoplesoft software Prepare annual financial reports for grants using GrantSolutions software. Prepare schedule of federal financial assistance for annual audit, and support document requests as required. Provide back-up support to all Divisions as needed. Prepare email correspondence, memorandums, letters, etc., to Division employees and/or the public. May lift and carry medium to heavy weight materials. Must have the ability to: Lift and carry materials up to 40 pounds. Establish and maintain effective working relationships, work independently, and be professional and courteous with the public, employees, and other agencies. Communicate clearly and effectively in public speaking situations and be able to express oneself clearly and concisely in writing. Use personal computer and various office equipment. May be required to periodically travel out of town, with possible overnight stays.

Requirements

Requires an associate’s degree or two years of college with preference in business, accounting, or closely related field. An additional two years of experience in a similar position may substitute for education (three years’ experience total).
PLEASE ATTACH A COPY OF YOUR OFFICIAL TRANSCRIPT TO THIS APPLICATION IN THE SECTION THAT SAYS RESUME/COVER LETTERYOUR APPLICATION CANNOT BE CONSIDERED WITHOUT A COPY OF YOUR TRANSCRIPT
Requires one year previous related experience.
Above average knowledge of spelling, punctuation, arithmetic, business English and standard office record keeping.
Skills in operating a calculator, personal computer, Advanced skills with Office 365-word processing and spreadsheets.
Commitment to delivering the highest quality customer service.
This role demands exceptional attention to detail and accuracy.
Must have the ability to: Lift and carry materials up to 40 pounds.
Establish and maintain effective working relationships, work independently, and be professional and courteous with the public, employees, and other agencies.
Communicate clearly and effectively in public speaking situations and be able to express oneself clearly and concisely in writing.
Use personal computer and various office equipment.
May be required to periodically travel out of town, with possible overnight stays.

Responsibilities

Applying, administering, maintaining and reporting for Wildlife Restoration, Sportfish Restoration, State Wildlife Grants, Endangered Species and other federal grants programs
Review and process P-card transactions for grant eligibility using Works P-card software
Review purchase requisitions, and payment vouchers for grant eligibility using Peoplesoft software
Review and process subrecipient invoices and purchase orders
Accounting/bookkeeping and reconciliations
Prepare grant reimbursement requests and grant financial reports
Maintain files of grant documents and reports
Assist supervisor with other administrative duties as assigned
Establish and maintain all Department grant files and records, including grant financial records which require financial accounting duties
Set up grants in federal grant management software program (PeopleSoft and GrantSolutions), maintain as needed
Daily review and approval of Department expenditures for grant eligibility
Review/process Division p-cards on a weekly basis
Review and report on program revenue as needed, monitor relative to grant approval parameters
Communicate with Division personnel regarding grant-related expenditures
Review formatting of performance reports
Review subrecipient invoices and process payments using Peoplesoft software
Prepare annual financial reports for grants using GrantSolutions software
Prepare schedule of federal financial assistance for annual audit, and support document requests as required
Provide back-up support to all Divisions as needed
Prepare email correspondence, memorandums, letters, etc., to Division employees and/or the public