Find & Apply For Contracts Administrator Jobs in Truckee, California

About Sierra Business Council Sierra Business Council is a 501(c)3 nonprofit corporation established in 1994 and has dedicated over 30 years to enhancing the Sierra Nevada region through community empowerment, environmental stewardship, and economic development. Headquartered in Truckee, California with satellite offices in Bishop and staff located throughout the region, the organization promotes sustainable regional growth by supporting businesses, solving rural issues, and addressing climate change. SBC's initiatives include economic empowerment through direct technical assistance and development strategies, climate action programs that enhance energy efficiency and reduce carbon emissions, and regional advocacy to elevate the Sierra's interests in policy discussions. Our company culture supports a passion for the environment, small businesses, advocacy, and the close‐knit communities that characterize the region. We are committed to creating an inclusive, supportive, and mission-driven workplace where employees can do meaningful work and contribute to positive outcomes for the community. Position Summary The Contracts & Grants Assistant will provide administrative and coordination support to the Contracts & Grants Manager and Finance team in the administration of contracts and grants. Responsibilities include maintaining accurate records, organizing documentation, tracking deadlines, assisting with invoicing and reporting, collecting and reviewing supporting financial documentation, following up on outstanding items, budget tracking, and supporting compliance-related activities to ensure contract and grant records are complete, accurate, and maintained in accordance with organizational procedures and applicable funding requirements. The Contracts & Grants Assistant will work under the direction of the Contracts & Grants Manager and follow established organizational policies, procedures, and processes. The position works collaboratively with Finance and program staff and requires a detail-oriented, organized, and dependable individual who is comfortable learning new processes and systems. This is a hybrid position with in-person attendance at meetings, events, trainings, and other organizational activities as required.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Grants Administration:

Provide administrative support to the Contracts & Grants Manager in the day-to-day administration of contracts and grants. Assist with the preparation and organization of grant and contract documentation, including applications, agreements, amendments, budgets, reports, and supporting materials. Assist with collecting required documents, signatures, forms, and other information from internal staff, funders, subrecipients, and subcontractors. Maintain accurate electronic and physical files for contracts, grants, agreements, amendments, reports, and other related documentation. Enter and maintain accurate information in contract and grant databases, spreadsheets, and tracking systems. Track contract and grant deadlines, reporting requirements, billing schedules, and other deliverables, and follow up on outstanding items, as directed. Assist with the preparation of materials for grant and contract meetings, reviews, monitoring, and audits.

Financial Administration:

Assist the Contracts & Grants Manager and Finance team with preparing invoices, reimbursement requests, financial reports, and supporting documentation. Review invoices and supporting documentation for completeness and accuracy, and communicate questions or discrepancies to the appropriate staff. Assist with maintaining budget tracking spreadsheets and other financial tracking tools. Enter and update financial and contract information in designated systems in accordance with established procedures. Maintain records of outstanding invoices, reimbursements, payments, and other financial items related to contracts and grants. Help organize supporting documentation for billing, reporting, and reconciliation activities. Refer financial discrepancies, questions requiring accounting judgment, and matters outside established procedures to the Contracts & Grants Manager or appropriate Finance team members.

Compliance and Reporting:

Maintain and organize documentation needed to support compliance with grant and contract terms, funding requirements, and organizational policies. Track reporting deadlines and required deliverables and communicate upcoming deadlines to appropriate staff. Assist with gathering information and documentation needed for funder reports, audits, and monitoring activities. Review documentation for completeness and follow up on missing information as directed. Assist with maintaining required documentation for subrecipients and subcontractors. Promptly escalate missing documentation, discrepancies, and potential compliance issues to the Contracts & Grants Manager.

Administrative Support:

Prepare spreadsheets, correspondence, reports, and other administrative materials. Participate in meetings and take notes or document action items as needed. Maintain the confidentiality and security of sensitive financial, contractual, personnel, and other organizational information. Provide timely and professional communication with internal and external contacts.

• This position description is not intended to be an exhaustive list of duties, responsibilities, or requirements. Additional duties and special projects may be assigned.

MINIMUM SKILLS & QUALIFICATIONS

High school diploma or equivalent. 2 years of experience providing administrative, accounting, or program support or an equivalent combination of education, training, and experience. Interest in developing knowledge and experience in contracts, grants, nonprofit finance, or compliance. Strong organizational and time management skills, attention to detail, and commitment to accuracy with the ability to manage multiple assignments, meet deadlines, and maintain a dependable and professional work style. Excellent professional verbal and written communication skills. Comfortable communicating with coworkers and following up on outstanding information or documentation. Basic proficiency in Microsoft Office Suite, including Word and Excel, with the ability to learn grant and contract management software. Ability to follow established policies, procedures, and processes, complete routine tasks consistently, learn new systems, and seek guidance when needed. Ability to work independently on assigned tasks as well as with a team. Strong interpersonal skills with the ability to maintain positive and supportive working relationships with individuals at all organizational levels. Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.

PREFERRED SKILLS & QUALIFICATIONS

Associate's degree or relevant coursework, training, or certification in business, finance, nonprofit management, public administration, or a related field. Familiarity with grants, contracts, invoicing, reimbursement requests, budget tracking, or other financial documentation. Experience with accounting software, grant management systems, or other administrative databases. Familiarity with grant reporting, documentation requirements, or compliance processes.

EMPLOYMENT REQUIREMENTS

A pre-employment background screening will be conducted in accordance with organizational policy and applicable law. Must be able to provide proof of eligibility to work in the United States. Must comply with applicable organizational policies, procedures, confidentiality requirements, and internal controls.

PHYSICAL REQUIREMENTS

Must be able to perform the essential functions of the position satisfactorily, with or without reasonable accommodation. This position primarily involves computer-based and office work and may require extended periods of sitting, standing, communicating by telephone or video conference, and working at a computer. May occasionally require travel to organizational sites, meetings, or training locations.

BENEFITS

Employer Paid Medical for Employee & Eligible Dependents Employer Paid Dental and Vision for Employee & Eligible Dependents 401k Match Paid Time Off (PTO) Paid Holidays Professional Development Opportunities

WORK SCHEDULE

The expected work schedule is 40 hours per week, Monday - Friday. This position follows a hybrid work arrangement and requires regular participation in onsite meetings, trainings, audits, and other organizational functions as needed. Remote work arrangements are subject to organizational policies, operational needs, and management approval.

TO APPLY

Please email your cover letter and resume to careers@sierrabusiness.org with the position title in the subject line.

EQUAL EMPLOYMENT OPPORTUNITY

Sierra Business Council is an Equal Opportunity Employer and is committed to creating a diverse, equitable, inclusive, and respectful workplace. We provide equal employment opportunities to all employees and applicants and prohibit discrimination, harassment, and retaliation based on any characteristic protected by federal, state, or local law.

Job Type:

Full-time Pay:

$28.00 - $32.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Work Location:

Hybrid remote in Truckee, CA 96161