GRANTS/CONTRACTS SPECIALIST

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VACANCY ANN. #:            STOI-25-040

TITLE:                                   GRANTS/CONTRACTS SPECIALIST

DEPARTMENT:                  COMPLIANCE

SUPERVISOR:                    GRANTS/CONTRACTS MANAGER

STATUS:                               FULL-TIME, NON-EXEMPT

RATE OF PAY:                    $25.98-$35.12 / PER HOUR, HR7

OPENING DATE:               APRIL 25, 2025

CLOSING DATE:                MAY 9, 2025

 

INTRODUCTION:

This position is responsible for timely preparation and processing of periodic financial reports for various programs under tribal management including but not limited to programs funded through various agreement/contracts/grants with the Federal Government, State Government, Foundations/Private Organizations, and the Tribal General Fund. Currently there are 80 Tribal programs and 277 Federal and State grant/contract/special funding programs. Financial reports include but are not limited to annual/quarterly/monthly Federal Financial Reports, monthly expenditure reports, creating and receiving invoices, and drawdown requests to be sure the Tribe has cash flow coming in. Assists with annual audit preparation. Assists with the Tribal budget process.

 

MAJOR DUTIES AND RESPONSIBILITIES:

  • Prepares periodic (monthly/quarterly) reimbursement requests/drawdowns/invoices for submission to various funding agencies, submits them to Grants/Contracts Administrator for review and to CFO for final processing
  • Monitors account receivable balances and contracts funding agencies as needed to solicit payment of invoices that are overdue
  • Reviews monthly bank statement to identify special revenue EFT wires received, prepares journal entries to record the transactions and ensures appropriate supporting documentation is on file.
  • Prepares/distributes various annual/monthly/quarterly financial reports for submission to funding agencies, program managers, division directors and other administrative staff. These reports may include the Financial Status Report (FSR SF-269), Federal Financial Report (FFR SF-425), expenditure reports, A-19 public voucher, and various other reports required by Federal and Non-federal funding agencies. This activity includes verifying account balances with vendor invoices and other source documents and resolving discrepancies with appropriate staff.
  • Prepares journal entries to correct misclassifications, record indirect cost or administrative fees, and other general ledger adjustments as needed
  • Monitors program budgets/expenditures and reports major variances or discrepancies to managers and administrative staff.
  • Assists with the Tribal Contract/Grant Protocol Process by reviewing grant proposals/applications to ensure accuracy and completeness. Coordinates with grant writer or managers to submit grant applications.
  • Reviews and processing of service contracts. Ensures all appropriate documents including the W-9, certificate of insurance, business license, etc. are received, verifies that contractor is not debarred by performing a search on website (sam.gov).
  • Coordinates with the Tribal budget process by reviewing proposed budgets/budget revisions ensuring accuracy, completeness, and compliance with Tribal budget requirements
  • Enters approved budgets and budget revisions in the accounting software program.
  • Provides assistance to program managers/directors in budget management including budget formulation, budget revision/modification, cuff accounts, and account classifications.
  • Assists with maintaining general ledger chart of accounts. Assigns fund/program numbers to new programs and inputs them into the accounting system.
  • Provides training and assistance to program managers/directors with financial and programmatic reports. Maintains a schedule that lists deliverables/reports by type of report due, due dates, actual date of completion, and other relevant information. Send reminders to managers prior to due dates to ensure compliance and prevent delinquent reports.
  • Assists with ensuring compliance with contract/grant terms and conditions, applicable Tribal, Federal, and State laws/regulations, and other administrative requirements. Responsibility extends throughout the life cycle of the contracts/grants: development, implementation, and close out.
  • Set up and maintain a master file for assigned programs. Ensures files are organized and contain all pertinent information including but not limited to grant award documents, modifications, budgets, correspondence, financial reports, programmatic reports, invoices, closeout documents, checklists, and logs.
  • Coordinates communication/correspondence with various funding agencies concerning financial reports, financial needs, and compliance issues.
  • Assist in annual audit preparations. Sets up an electronic audit file for special revenue programs and maintains it throughout the fiscal year.
  • Performs the close out process of contract/grant programs by reviewing general ledger activity to ensure accuracy, allowability, and compliance with federal/State/Tribal requirements, coordinates with appropriate staff to resolve potential audit issues, reconciles accounts receivable and deferred revenue balances for special revenue programs, and prepares close-out entries.
  • Other duties may be assigned on an as needed basis

 

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

  • Must be physically present to work a regular, reliable, and predictable work schedule in accordance with business demands and maintain a consistent and regular attendance record
  • Must possess strong analytical and problem-solving skills, with the ability to identify issues, evaluate options, and implement solutions in a timely and effective manner
  • Employ positive communication skills and exercise professional interpersonal abilities (tact, diplomacy, and respect) with guests and co-workers at all times
  • Maintain a high degree of professionalism in the workplace, including appearance, communication, attendance, reliability, and teamwork
  • Maintain a high level of organization, including an orderly and neat work area and excellent time management skills, leading the highest levels of productivity
  • Demonstrate a desire to succeed and willingness to help others succeed
  • Understand the role and responsibilities of the position and demonstrate proficiency in the position requirements
  • Ability to maintain high levels of confidentiality and maintain employee privacy
  • Ability to relate well to people and work cooperatively with others to effectively coordinate activities to accomplish goals and objectives

 

MINIMUM REQUIREMENTS:

  • Must be 21 years of age, or older
  • High School Diploma or GED required
  • 3 or more years of accounting, bookkeeping type work
  • Intermediate to advanced skillset with computer programs including Microsoft office products
  • Must have demonstrated ability to exercise sound, independent judgment
  • Must be able to provide evidence of eligibility to work in the USA
  • Must be bondable
  • Must be willing to travel to attend training

 

PREFERRED REQUISITES:

  • Completion of basic accounting courses
  • Experience working with contracts and grants
  • Experience working with governmental fund accounting software
  • Valid Washington State Driver License

 

*Tribal Preference Applies – Tribal Preference grants preference in employment to qualified enrolled Spokane Tribal Citizens, Spouses of Spokane Tribal Citizens, First Line Descendants of Spokane Tribal Citizens, and Citizens of other Tribes and Other Applicants, in that order.

 

MUST APPLY ONLINE: https://spokanetribe.bamboohr.com/careers/421?source=aWQ9MTg%3D

 

Contact: Sabrina McCoy, or Kammi Rosenbaum
509-458-6583 or 458-6527 
E-mail: hrfrontdesk@spokanetribe.com
Applications must be received in the Human Resource Department no later than 4:30 p.m. on the closing date.
The Spokane Tribe reserves the right to hire according to its Indian Preference Policy
All Applicants are subject to a Pre-Employment Drug Test 
All Positions with the Spokane tribe of Indians are subject to a 90-day orientation period