Grants Assistant

Job Title (Internal): Grants Assistant

Division: Federal Grants

Salary: Up to $38,000, commensurate with experience

FLSA Status: Non-exempt

Supervisor: Director, Federal Grants Division

Closing: April 14, 2025

Position Description

This position is responsible for providing administrative support to the staff in the Federal Grants Division, which includes support to the Grant Programs Specialists in administering the federal grant programs, financial support to the Grant Financial Manager(s), and acts as Compliance Officer for all federal grant programs. The position also provides support to seven (7) federal grant boards.

Specific Duties & Responsibilities

• Answer all incoming calls and assist callers whenever possible.
• Prepare outgoing mail to meet time deadlines for delivery and sort and distribute incoming mail.
• Establish and maintain accurate federal grant files for each grant program.
• Create forms for use by Division staff with subgrantees.
• Compose and prepare correspondence, reports, and other documents as requested.
• Assess the need for supplies, products and services, and submit request to division supervisor.
• Assist in preparation of board meetings to include room reservations and board packets.
• Notify Secretary of State to ensure compliance with the Open Meetings Act.
• Serve as secretary at board meetings, record attendance and votes, and prepare the minutes.
• Maintain and update board member rosters for all grants.
• Use various computer programs to compile data, create forms, and prepare documents.
• Assist in testing the subgrantee processes and procedures in OKGrants.
• Review and provide input on grant documents including subgrantee applications, federal applications, progress reports, and financial forms for each of the assigned grants.
• Log Monthly Request for Funds data into Excel spreadsheets and Access database.
• Maintain the State of Oklahoma Records Destruction log for the Division.
• Maintain the Federal Grants Division-DAC Website.
• Collect, compile, and report on DCRA data.
• Maintain up-to-date knowledge of federal and state guidelines, forms, and reporting requirements for each assigned grant program.
  
  

Qualifications

• Knowledge of procedures and techniques of business communications, spelling, punctuation, business English, modern office methods, computer operations, business arithmetic, and public relations.
• Excellent communications skills, both oral, and in writing.
• Superb organizational skills with the ability to plan, coordinate, and evaluate activities in multiple areas.
• Ability to establish and maintain effective working relationships.
• Proficiency in Word, Outlook, and Excel computer programs required. Knowledge in Adobe Pro, Access, OKGrants, and Workday is helpful.
• Minimum of three years administrative office experience or an equivalent combination of education and experience.
• College degree is preferred, but not required.
• General knowledge of federal and state regulations relating to the administration of grant programs is preferred.
• Valid Oklahoma driver’s license is required.
  
  

Disclaimer: This job description is intended as a summary of the primary responsibilities and qualifications for this position and is not inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required now or in the future.

The Oklahoma District Attorneys Council (DAC) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex (including gender identity or expression and pregnancy), national origin, sexual orientation, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws. DAC also has a strict no-retaliation policy that prohibits retaliation against individuals who report discrimination or harassment, or who participate in investigations into such conduct. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall transfer, leaves of absence, compensation, and training.