Grants Administrative Assistant

Ponca City Development Authority; Oklahoma; On-site; USD 30,000 - 42,000; Full time

Job summary

Ponca City Development Authority is seeking a Grants Administrative Assistant to support the Grants & Contracts Director in Kaw City, OK. You will manage federal reporting, maintain grant records, and assist with proposals and portal activities.

The role requires strong communication, organization, and multi-tasking in a fast-paced environment, with a focus on accuracy and confidentiality.

Qualifications

• Bachelor's degree preferred; associate degree with 3+ years in federal funding acceptable.
• Experience with federal financial reporting and funding portals.
• Proficiency in Microsoft Office, especially Excel and Word.

Responsibilities

• Collaborate with director and grant staff on grant duties as assigned.
• Prepare timely federal financial reporting and distribute monthly financials.
• Maintain internal grants/contracts monitoring system.
• Assist in monitoring and procedural development for federal grants.
• Support proposals with writing, editing, packaging, and portal management.
• Prepare letters and award documentation for signature.
• Organize grant folders and ensure confidentiality of Nation information.
• Assist with other duties as required by supervisor.

Skills

Communication skills

Written communication

Organizational skills

Deadline management

Multi-tasking

Education

Bachelor's Degree in Business/Accounting

Associate's Degree + 3+ years federal funding experience

Tools

Microsoft Excel

Microsoft 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.