Administrative Assistant

Description

POSITION SUMMARY:

The Administrative Assistant provides essential support to the Higher Education Director, primarily focusing on accounting and financial tasks. In addition, the role serves as a Johnson O'Malley (J.O.M.) Field Specialist, assisting with program services, compliance, and documentation related to the J.O.M. Program and other federal grants. This position also plays a key role in overseeing the scholarship intake process, ensuring the maintenance of accurate financial records, and supporting the efficient operation of all education-related programs.

DUTIES/RESPONSIBILITIES:

• Process accounts payable/receivable, purchase orders, and invoice reconciliations within a financial database.
• Prepare and maintain budget tracking spreadsheets; assist with quarterly and annual financial reporting, ensuring compliance with tribal, federal, and grant regulations.
• Reconcile expenditures against grant budgets and general ledgers; track and report on program funds (e.g., scholarships, J.O.M., and other federal funding sources).
• Assist with audits, ensuring all documentation is accurate, complete, and up to date.
• Act as a liaison between the Higher Education Department and local school districts for the Johnson O'Malley program, ensuring compliance with J.O.M. guidelines and supporting student success initiatives.
• Collect, organize, and maintain accurate J.O.M. student eligibility data and reports.
• Coordinate the scholarship intake process, verify eligibility, and manage applicant records (both digital and physical), ensuring compliance with records retention policies.
• Prepare detailed reports and summaries on scholarship awards for leadership and funding entities.
• Provide administrative support to the Higher Education Director, including scheduling, correspondence management, and data entry.
• Respond to inquiries regarding education programs and direct individuals to the appropriate staff as needed.
• Order and track office and program supplies, ensuring compliance with budget guidelines.
• Assist with planning and executing educational events and other tasks within the Higher Education Department.
• Perform other duties as assigned.

Requirements

REQUIRED SKILLS/ABILITIES:

• Strong attention to detail and accuracy in financial documentation and reporting.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Knowledge of accounting principles, budgeting, and financial reporting procedures.
• Proficiency in using financial software, spreadsheets, and database management tools.
• Strong organizational and time-management skills to handle various administrative duties.
• Effective communication skills, both written and verbal, for correspondence and reporting.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of tribal, federal, and grant regulations related to financial management and compliance.
• Ability to build and maintain effective working relationships with internal and external stakeholders.
• Capacity to adapt to changing policies, regulations, and priorities while maintaining a high level of performance.
• Cultural competency with the ability to work respectfully and effectively with individuals from diverse backgrounds and communities.

EDUCATION & EXPERIENCE:

• Preferred bachelor’s degree in Accounting, Business Administration, Education, or a related field.
• Required associate degree with at least 2 years of experience in accounting, finance, or a related field.
• Experience with tribal education programs, the Johnson O'Malley program, grant writing, or federal grants administration is highly desirable.
• Required knowledge of bookkeeping, financial reporting, and budgeting practices.

PHYSICAL REQUIREMENTS:

• Ability to sit or stand for extended periods while performing office tasks and using a computer.
• Ability to lift and carry up to 50 pounds, such as office supplies or educational materials.
• Ability to navigate office environments and attend meetings or events both on and off-site.
• Ability to use a telephone, computer, and other office equipment for prolonged periods.
• Ability to communicate effectively in person, by phone, and through written correspondence.

CONDITIONS OF EMPLOYMENT:

• Successful completion of applicable tribal drug test.
• Successful completion of applicable tribal background check.
• Must pass background investigation for suitability of character identified in accordance with the Indian Child Protection and Family Violence Prevention Act.
• Possess and maintain a valid driver's license with no serious violations.