Grants Administrative Assistant

Ponca City Development Authority; Kaw City (OK); On-site; USD 28,000 - 36,000; Full time

Job summary

Kaw Nation in Kaw City, OK is seeking a Grants Administrative Assistant to support the Grants & Contracts Director. The role focuses on federal financial reporting, filing, and monitoring of grants, with responsibilities including proposal support and portal management.

Ideal candidates will have a degree in business or related field, plus experience with federal funding, MS Office, and strong communication skills. Must handle sensitive information and meet deadlines in a fast-paced environment.

Qualifications

• Bachelor's Degree in Business, Accounting preferred; Associate's with 3+ years' federal funding/financial reporting acceptable.
• Excellent verbal and written communication skills; strong organizational ability and deadline management.
• Experience with funding research, portals, and federal reporting through multiple systems.
• Proficiency with MS Office including Excel and Word; ability to disseminate information to leadership.

Responsibilities

• Collaborate with Grants Director and staff on grant duties.
• Prepare federal financial reports in a timely manner and share monthly financials.
• Maintain internal grants/contracts monitoring system with current data.
• Assist in monitoring, procedure development, and portal management for grants.
• Support grant proposals: writing, editing, packaging, and attachments.
• Prepare letters and award docs for Chair signature.
• File and organize grant folders for federal funding efforts.
• Maintain confidentiality of Nation information.
• Assist with additional duties as assigned.

Skills

Bachelor's degree in Business

Associate's degree + 3 years' exp.

Excellent communication

Federal funding experience

MS Office (Excel & Word)

Education

Bachelor's Degree in Business

Associate's Degree + 3 years experience

Tools

Microsoft Office

Excel

Word

Job description

KAW NATION POSITION DESCRIPTION

Title: GRANTS ADMINISTRATIVE ASSISTANT

Immediate Supervisor: GRANTS & CONTRACTS DIRECTOR

Controlling Supervisor: CHAIR

Location: KAW CITY, OK

QUALIFICATIONS

Bachelor's Degree in Business, Accounting is preferred, Office Administration or related field or an Associate's Degree with a minimum of 3 years' experience working with federal funding and financial reporting. Must possess and demonstrate excellent communication skills (verbal and written). Demonstrated organizational ability and an ability to meet deadlines. Must be familiar with funding research, identification of potential funding opportunities, federal grant program organization, funding portals, and reporting methods. Must have experience with Microsoft Office including Excel and Word. Must be able to complete federal financial reporting as well as process and disseminate information to the Department Director. Must be able to multi-task in a fast paced environment.

RESPONSIBILITIES

1. Work with Director and grant staff on all grant related duties as designated by Grants & Contracts Director.
2. Complete federal financial reporting in a timely manner and distribute all monthly financials to program employees.
3. Update and maintain internal grants/contracts monitoring system that provides all relevant information regarding grants in operation and development.
4. Assist in federal grant/contract monitoring in the area of procedure development, documentation, software spreadsheet and database development.
5. Assist grant team with proposals including writing, editing, table of contents, packaging, mailing, copies, preparing attachments and portal management.
6. Prepare cover letters and award documentation for Chair signature.
7. Responsible for the setup, filing and maintaining of grant folders relevant to the federal funding efforts of the tribe.
8. Must hold all information regarding the Nation in the strictest confidence in all matters, responsibilities, and duties performed under this position.
9. Assist with/complete any other job duties that might be assigned by immediate/controlling supervisor.

All new hires will be required by the Kaw Nation a pre employment drug screen and background check. Failure to pass the either will lead to withdrawal of the job offer or termination of employment.

Preference is given to qualified Native American and Veteran candidates on Kaw Nation Job Openings.