Grants Administrative Assistant
About The Position
The Grants Administrative Assistant works with the Grants & Contracts Director and grant staff on grant-related duties. The role completes federal financial reporting, distributes monthly financial information to program employees, and maintains the Nation’s internal grants and contracts monitoring system. It also supports grant and contract monitoring, proposal preparation, award documentation, and the organization and maintenance of grant records. The position requires strict confidentiality when handling information regarding the Nation. The position is located in Kaw City, Oklahoma, and reports immediately to the Grants & Contracts Director, with the Chair identified as the controlling supervisor. New hires must pass a pre-employment drug screen and background check; failure to pass either may result in withdrawal of the job offer or termination of employment. Preference is given to qualified Native American and Veteran candidates.
Requirements
- Bachelor’s degree in Business, Accounting, Office Administration, or a related field, or an Associate’s degree with at least 3 years of experience working with federal funding and financial reporting.
- Excellent verbal and written communication skills.
- Demonstrated organizational ability and ability to meet deadlines.
- Familiarity with funding research, identifying potential funding opportunities, federal grant program organization, funding portals, and reporting methods.
- Experience with Microsoft Office, including Excel and Word.
- Ability to complete federal financial reporting and process and disseminate information to the Department Director.
- Ability to multitask in a fast-paced environment.
- Must pass a pre-employment drug screen and background check.
Nice To Haves
- Qualified Native American and Veteran candidates are given preference.
Responsibilities
- Work with the Director and grant staff on grant-related duties as designated by the Grants & Contracts Director.
- Complete federal financial reporting in a timely manner and distribute monthly financials to program employees.
- Update and maintain the internal grants and contracts monitoring system, including relevant information about grants in operation and development.
- Assist with federal grant and contract monitoring, including procedure development, documentation, and software spreadsheet and database development.
- Assist the grant team with proposals, including writing, editing, preparing tables of contents and attachments, packaging, mailing, making copies, and managing portals.
- Prepare cover letters and award documentation for the Chair’s signature.
- Set up, file, and maintain grant folders related to the tribe’s federal funding efforts.
- Maintain strict confidentiality regarding all information about the Nation.
- Perform other duties assigned by the immediate or controlling supervisor.
