Grants Administrative Assistant

Ponca City Development Authority; Kaw City (OK); On-site; USD 38,000 - 60,000; Full time

Job summary

Kaw Nation seeks a Grants Administrative Assistant to support grant activities, financial reporting, and monitoring. The role involves coordinating with grant staff, preparing documents, and maintaining filing systems for federal funding efforts.

Ideal candidates will have a related degree or equivalent experience, strong communication skills, and proficiency in Microsoft Office. This is an on-site role in Oklahoma with confidentiality expectations.

Qualifications

• Bachelor’s or Associate degree with relevant experience in federal funding and reporting.
• Excellent verbal and written communication; strong organizational and deadline skills.
• Experience with funding research, portals, and reporting methods; able to multi-task.

Responsibilities

• Collaborate with Director and grant staff on grant duties as designated by Grants & Contracts Director.
• Complete federal financial reporting timely and distribute monthly financials to program staff.
• Update and maintain internal grants/contracts monitoring system with relevant information.
• Assist in monitoring and develop procedures, spreadsheets and databases.
• Assist with proposals including writing, editing, packaging, and portal management.
• Prepare cover letters and award documents for Chair signature.
• Set up and maintain grant folders relevant to federal funding efforts.
• Maintain confidentiality of all Nation information and duties performed.
• Assist with other duties as assigned by supervisor.

Skills

Communication skills

Organizational skills

Deadline management

Funding research

Grant reporting

Reporting methods

Portal management

Multi-tasking

Education

Bachelor's Degree in Business

Associate’s Degree with 3+ years federal funding/financial reporting

Tools

Microsoft Office

Excel

Word

Job description

GRANTS ADMINISTRATIVE ASSISTANT

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.