Grants Administrator / Office Manager

Grants Administrator/Office Manager

JOB PURPOSE: Performs responsible work to carry out the Pueblo of Pojoaque policies and procedures relating to a wide variety of programs and activities as directed by the Director of Tribal Works. This person coordinates the administration of grant awards, linking budgetary, and grant development, financial and reporting activities among the various tribal departments. While a number of individuals and departments within are involved in a variety of activities associated with each grant, grant services tracks each grant and establishes and maintains the official files for all grant awards. The position is also responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. Is responsible for directing and coordinating office services and related activities, including developing and supervising office programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

ESSENTIAL FUNCTIONS:

Guides staff in the development and preparation of proposals, contracts,sub-contracts, and agreements, to include budgets, documentation, and interpretation of funding requirements.

Analyzes and evaluates contract and grant budgets for correct calculation of expenditure categories such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment.

Serves as a liaison between the funding agencies, and contract entities;researches, drafts responses to requests for proposals, quotation, contracts,and agreements.

Analyzes and evaluates awarded proposals, contracts, and subcontracts for compliance with funding agency, federal, state, and tribal requirements;prepares required acceptance documentation, and obtains official signatures; recommends approval or rejection of deviations from contract specifications if necessary.

Assists in the formulation of processes and procedures for negotiation of contract and grant pre-awards and post-awards to meet department requirements; researches appropriate federal, state, and local requirements to facilitate compliance by all parties; assists in arbitration and resolution of conflicting interests, as necessary.

Coordinates receipt of awards and contract documentation; maintains proposal and funding records in database systems, and prepares scheduled and special reports, studies and analyses.

Performs the narrative monthly, quarterly, semi-annual and annual reports and submits to the funding agencies.

Participates and/or assists in special projects, and performs associated administrative duties, as assigned; may provide functional direction to lower level employees on assigned work.

Performs miscellaneous job-related duties as assigned.

Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.

Supervises and coordinates overall administrative activities for the Office Administration Department.

Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.

Negotiates the purchase of office supplies and furniture, office equipment,etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.

Supervises the maintenance of office equipment, including copier, fax machine, etc.

Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)

REQUIRED QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES):

Organizing and coordinating skills.

Ability to perform complex tasks and to prioritize multiple projects.

Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

Information research skills.

Knowledge of grant funding policies and procedures and applicable local,state, federal and tribal regulations.

Ability to communicate effectively, both orally and in writing.

Ability to prepare reports and proposals.

Ability to analyze budgetary line items for compliance with budget guidelines.

Records maintenance skills.

Knowledge of mathematics.

Ability to make administrative/procedural decisions and judgments.

Database management skills.

Knowledge of federal, state and/or community funding sources and mechanisms.

Results Driven

Stress Management/Composure

Diversity and Inclusion

Customer/Client Focus

Drug free at all times and subject to pre-employment and random screening.

Must possess a valid NM Driver’s License and have a clean driving record.

REQUIRED EDUCATION OR COMBINATION OF EDUCATION AND EXPERIENCE:

High school diploma or GED; at least 7 years of experience that is directly related to the duties and responsibilities specified

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

No or very limited exposure to physical risk.

No or very limited physical effort required.

Work is normally performed in a typical interior/office work environment.

Safety standards to be followed at all times.

Travel may be required.

DISCLAIMER STATEMENT: This job description lists the major duties and responsibilities required of the employee. An employee may be asked to perform tasks other than those listed to meet business needs.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person