Grants Programs Assistant

State of Oklahoma•Oklahoma City, OK

3d•Onsite

About The Position

This position is responsible for providing administrative support to the staff in the Grants Programming Division. This includes support to the Grant Programs Specialists in administering federal grant programs, support to the Grants Financial Managers, and support to multiple federal grant boards. The role involves managing communications, maintaining grant files, preparing documents, assisting with board meetings, and ensuring compliance with relevant regulations.

Requirements

Knowledge of procedures and techniques of business communications, spelling, punctuation, business English, modern office methods, computer operations, business arithmetic, and public relations.
Excellent communications skills, both oral, and in writing.
Superb organizational skills with the ability to plan, coordinate, and evaluate activities in multiple areas.
Ability to establish and maintain effective working relationships.
Proficiency in Word, Outlook, and Excel computer programs required.
Minimum of three years administrative office experience or an equivalent combination of education and experience.
Valid Oklahoma driver’s license is required.

Nice To Haves

Knowledge in Adobe Pro, Access, OKGrants, and Workday is helpful.
College degree is preferred but not required.
General knowledge of federal and state regulations relating to the administration of grant programs is preferred.

Responsibilities

Answer all incoming calls and assist callers whenever possible.
Prepare outgoing mail to meet time deadlines for delivery and sort and distribute incoming mail.
Establish and maintain accurate federal grant files for each grant program.
Create forms for use by Division staff with subgrantees.
Compose and prepare correspondence, reports, and other documents as requested.
Assess the need for supplies, products and services, and submit request to division supervisor.
Assist in preparation of board meetings to include room reservations and board packets.
Notify Secretary of State to ensure compliance with the Open Meetings Act.
Serve as secretary at board meetings, record attendance and votes, and prepare the minutes.
Maintain and update board member rosters for all grants.
Use various computer programs to compile data, create forms, and prepare documents.
Assist in testing the subgrantee processes and procedures in OKGrants.
Review and provide input on grant documents including subgrantee applications, federal applications, progress reports, and financial forms for each of the assigned grants.
Log Monthly Request for Funds data into Excel spreadsheets and Access database.
Maintain the State of Oklahoma Records Destruction log for the Division.
Maintain the Federal Grants Division-DAC Website.
Collect, compile, and report on DCRA data.
Maintain up-to-date knowledge of federal and state guidelines, forms, and reporting requirements for each assigned grant program.