Administrative Assistant

Iowa Tribe of Oklahoma
US - Oklahoma - Perkins
May 4, 2025

Job Type

Full-time

Description

POSITION SUMMARY:

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.

DUTIES/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

REQUIRED SKILLS/ABILITIES:

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.

EDUCATION & EXPERIENCE:

Preferred bachelor's degree in Accounting, Business Administration, Education, or a related field.
Required associate degree with at least 2 years of experience in accounting, finance, or a related field.
Experience with tribal education programs, the Johnson O'Malley program, grant writing, or federal grants administration is highly desirable.
Required knowledge of bookkeeping, financial reporting, and budgeting practices.

PHYSICAL REQUIREMENTS:

Ability to sit or stand for extended periods while performing office tasks and using a computer.
Ability to lift and carry up to 50 pounds, such as office supplies or educational materials.
Ability to navigate office environments and attend meetings or events both on and off-site.
Ability to use a telephone, computer, and other office equipment for prolonged periods.
Ability to communicate effectively in person, by phone, and through written correspondence.

CONDITIONS OF EMPLOYMENT:

Successful completion of applicable tribal drug test.
Successful completion of applicable tribal background check.
Must pass background investigation for suitability of character identified in accordance with the Indian Child Protection and Family Violence Prevention Act.
Possess and maintain a valid driver's license with no serious violations.

Read the full job description and apply online on the recuiter's web-site

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