CONTRACT/GRANT BOOKKEEPER

Vacancy Ann. # STOI-18-022
Title CONTRACT/GRANT BOOKKEEPER
Supervisor COMPLIANCE OFFICER
Department COMPLIANCE DEPARTMENT
Location WELLPINIT, WA
Status FULL-TIME, NON-EXEMPT
Rate of Pay $15.00 - $21.26
Opening Date NOVEMBER 29, 2017
Closing Date DECEMBER 13, 2017

SUMMARY OF DUTIES:

This position is responsible for timely preparation of periodic financial reports for various programs under tribal management including but not limited to programs funded by various contracts/grants with the Federal Government, State Government, Foundations/Private Organizations and the Tribal General Fund.  Financial reports include but are not limited to annual/quarterly/monthly Federal Financial Reports, monthly expenditure reports, invoices and drawdown requests. Assists with annual audit preparation.  Assists with the Tribal budget process.     

JOB DUTIES AND RESPONSIBILITIES:

  • Prepares periodic (monthly/quarterly) reimbursement requests/invoices for submission to various funding agencies. Prepares monthly drawdown request forms and submits them to Compliance Officer for review and to CFO for processing. Prepares entries to record invoices and drawdown requests.  Monitors account receivable balances and contacts funding agencies as needed to solicit payment of overdue invoices.     
  • 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/annual 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 general ledger 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 on-line. 
  • Assists with review 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).
  • Assists with the Tribal budget process by reviewing proposed budgets/budget revisions ensuring accuracy, completeness and compliance with Tribal budget requirements.  Prepares draft resolutions for Tribal Council approval of budgets and other documents as required.   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 up 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.
  • Provides assistance with administrative detail and the day-to-day operations of the Compliance Department. 
  • Coordinates communication/correspondence with various funding agencies concerning financial reports, financial needs, and compliance issues. 
  • Assist in annual audit preparations.  Sets up an electronic audit file for special revenue programs and maintains it throughout the fiscal year.  Performs the close out process of contract/grant programs by reviewing general ledger activity to ensure accuracy, allowability, and compliance with federal/State/Tribal requirements, coordinates with appropriate staff to resolve potential audit issues, reconciles accounts receivable and deferred revenue balances for special revenue programs, and prepares close-out entries. 
  • Other duties may be assigned on an as needed basis.

 MINIMUM QUALIFICATIONS

  • High School Diploma/G.E.D.
  • Minimum 2 years Bookkeeping experience
  • Prefer completion of basic accounting courses
  • Experience working with contracts and grants
  • Must be skilled in the use of office equipment including personal computer, calculator, copier, fax
  • Must be skilled in the use of Excel and MS Word software programs
  • Prefer experience working with governmental fund accounting software 
  • Must be bondable
  • Must be willing to travel to attend training
  • Valid Washington State Driver License and tribally insurable

 

Applications Are Available In The Tribal Human Resources Department
P.O. Box 206, Wellpinit, WA.   99040
Contact: Sabrina McCoy or Geraldine Abrahamson
(509) 458-6583 or 458-6527
Fax: (509) 458-6556
e-mail:  sabrina.mccoy@spokanetribe.com OR hrfrontdesk@spokanetribe.com
 Applications Must Be Received In The Human Resources Department No Later Than 4:30 p.m. On The Closing Date
The Spokane Tribe Reserves The Right To Hire According To Its
Indian Preference Policy
All Applicants Are Subject To A Pre-Employment Drug Test And At-Random Following Employment
All Positions With The Spokane Tribe Are Subject To A 90-Day Orientation Period