Grants And Contracts Specialist

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.

• 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…