Grants Administrative Assistant

Ponca City Development Authority; Oklahoma; On-site; USD 38,000 - 52,000; Full time

Job summary

Kaw Nation is seeking a Grants Administrative Assistant to support the Grants & Contracts Director in federal grant administration and financial reporting. You will handle proposals, documentation, and monthly financials, ensuring accuracy and confidentiality in a fast-paced environment.

The role requires strong communication, organization, and office software skills, with experience in grant portals, reporting, and multi-tasking. A related degree and funding knowledge are preferred.

Qualifications

• Bachelor's in Business or Accounting preferred; associate with 3+ years of grant experience accepted.
• Experience with federal funding and financial reporting is required.
• Proficiency in Microsoft Office, especially Excel and Word.
• Strong written and verbal communication; ability to meet deadlines.
• Familiarity with funding portals, grant programs, and reporting methods.

Responsibilities

• Collaborate with the Grants & Contracts Director on all grant duties.
• Complete federal financial reporting promptly and share monthly financials.
• Maintain internal grants/contracts monitoring system with current data.
• Assist in monitoring, procedure development, and spreadsheet/database work.
• Help prepare grant proposals, including writing and attachments.
• Prepare cover letters and award documents for signature.
• Organize grant folders and protect confidential Nation information.
• Support the grant team and perform other duties as assigned.

Skills

Communication skills

Organizational skills

Deadline management

Funding research

Grant administration

Federal reporting

Microsoft Office

Excel

Word

Multi-tasking

Education

Bachelor's in Business/Accounting

Associate degree + 3+ years experience

Office Administration or related field

Tools

Microsoft Excel

Microsoft Word

Job description

KAW NATION POSITION DESCRIPTION

TITLE: GRANTS ADMINISTRATIVE ASSISTANT

IMMEDIATE SUPERVISOR: GRANTS & CONTRACTS DIRECTOR

CONTROLLING SUPERVISOR: CHAIR

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.

RESPONSIBLITIES

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