About the position
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.
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
- 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.
Nice-to-haves
- Preferred bachelor’s degree in Accounting, Business Administration, Education, or a related field.
- Experience with tribal education programs, the Johnson O'Malley program, grant writing, or federal grants administration is highly desirable.
