Grants and Contracts Administrative Assistant Position Available In Penobscot, Maine

Grants and Contracts Administrative Assistant Penobscot Indian Nation 12 Wabanaki Way, Old Town, ME 04468

Position:

Grants and Contracts Administrative Assistant Department:

Grants and Contracts Reports To:

Director of Grants and Contracts Pay Range:

$23.00 – $33.00

Status/Term:

Full-time, Hourly Location:

12 Wabanaki Way. Indian Island, ME 04468

Job Summary:

The Penobscot Nation is seeking a detail-oriented and organized individual to serve as a Grants and Contracts Administrative Assistant. This position plays a vital role in supporting the operational functions of the Grants & Contracts Department. The Administrative Assistant performs a variety of administrative, technical, and analytical tasks, including preparing and maintaining accurate documentation, developing and managing spreadsheets, and analyzing cost expenditures. Responsibilities also include routine clerical duties such as typing, filing, data entry, and assisting with compliance tracking and reporting to ensure the effective administration of federally and non-federally funded programs. The ideal candidate will be proficient in Microsoft Office, possess strong organizational and communication skills, and demonstrate the ability to handle multiple priorities in a fast-paced, deadline-driven environment.

Qualifications Required:

• High School diploma or equivalent required.
• Associate degree in a related field from an accredited school preferred.
• Two (2) to five (5) years of related experience required.
• An equivalent combination of education and experience that demonstrate ability and professional knowledge will be considered.
• Prior secretarial, paralegal, or grant management support experience required.
• Excellent interpersonal, verbal, and written communications skills required.
• Self- direction, organization, motivation, and attention to detail required.
• Proficiency in or knowledge of using a variety of computer software applications, especially Excel or Microsoft Word software required.
• Knowledge of office administration procedures required.
• Ability to operate most standard office equipment required.
• Attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines required.
• Good to excellent spelling, grammar and written communication skills required.
• Ability to maintain a high level of confidentiality required.
• Native American preference will be adhered to in accordance with Penobscot Nation Personnel Policies and Procedures.

Essential Duties/Responsibilities:

1. Supports Director in monitoring Penobscot Nation grants and contracts for financial and programmatic compliance by developing reporting schedules, policies/procedures, scanning documents, and ensuring all programmatic and financial reports are received in a timely matter. 2. Completes financial reporting for grants as assigned including SF-425 Federal Financial Reports and reimbursement-based grant reporting. 3. Supports Director in effective management of Penobscot Nation’s insurance plan including: a. Maintaining vehicle and equipment schedules. b. Implementing new internal policies. c. Assist with annual insurance renewal. d. Coordinating with Departments on cost allocations to programs. e. Files claims for departments 4. Supports Director in effective administration of Penobscot Nation’s retirement plan. 5. Prepare weekly purchase orders, check requests, and monthly credit card reconciliations for Director’s authorization as assigned including indirect and General Fund expenditures. 6. Assists Finance Department in maintaining Penobscot Nation inventory and completing annual physical inventory. 7. Complete time sheets on a weekly basis. 8. Maintain all office equipment. 9. Order office supplies. 10. Coordinates travel arrangements for the Director, other staff and elected officials when requested. 11. Maintains the Grants & Contracts Database. 12. Schedule and attend meetings as requested by the Director and prepare meeting minutes. 13. Interacts harmoniously and effectively with others, focusing upon the attainment of Penobscot Nation goals and objectives through a commitment to teamwork. 14. Conforms to acceptable attendance/punctuality standards as expressed in the Employee Handbook. 15. Performs other related tasks, as requested.

Physical Demands/Conditions/Requirements:

Must be able to sit for long periods of time, extended use of hands and fingers, meet minimum vision requirements, lift minimum of 25 lbs. How to

Apply:

• – Applications are available at the Economic Development Office or the Secretary’s Office at the Nick Sapiel Building, Indian Island, Maine. Applications can also be downloaded at www.penobscotnation.org.
• – Apply online at https://www.penobscotnation.org/departments/human-resources/employment-opportunities.
• – Submit completed applications and résumés along with certifications to Human.

Resources@penobscotnation.org.

• – For additional information, call (207) 817-7306 or email Human.

Resources@penobscotnation.org. Pre-employment physical will be conducted in accordance with the Penobscot Nation Personnel Policies and Procedures. Native American preference will be adhered to in accordance with the Penobscot Nation Personnel Policies and Procedures External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential functions (as listed) either unaided or with the assistance of a reasonable accommodation, to be determined by management on an individual basis upon request. For more information, please contact Human Resources at (207)817-7312.

Job Type:

Full-time Pay:

$23.00 – $33.00 per hour Expected hours: 40 per week

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Parental leave Retirement plan Vision insurance

Schedule:

8 hour shift Monday to Friday Ability to

Commute:

Old Town, ME 04468 (Required) Ability to

Relocate:

Old Town, ME 04468: Relocate before starting work (Required)

Work Location:

In person