Administrative Assistant

Job Closing: Jul 3, 2019

Division: Grants and Contracts

Job Code: 43-6014

Salary Range: $24,585.60 to 40,456.00 ($11.82 to 19.45)

Status: Full-time, permanent, non-exempt

Summary: Under the direction of the Grants & Contracts Program Manager, the Administrative Assistant is responsible for maintaining contracts (service & construction) and grants workflow, by ensuring an efficient and transparent process for all contracts and grants; assist in the efficient running of the program; liaising with other programs/divisions, external companies and individuals by ensuring clear communication and prompt response times.

Essential Duties and Responsibilities include the following:

  • General clerical duties Print, photocopy, fax, mailing, e-mailing, scan and distribute documentation as requested
  • Provide bi-weekly reports on status of grants & contracts received
  • Prepare reports, correspondence and documentation as requested
  • Maintain electronic and hard copy of contracts, grants and modifications
  • Prepare correspondence going to federal & state agencies regarding signed grant awards or grant modifications
  • Prepare letters to bidders and contractors regarding invitation to bid, sign contract/agreement or modifications
  • Sort, file, stamp received and distribute incoming mail
  • Prepare contract files and electronically log receipt of Request for Contract, encumbrance report, Scope of Work/Specifications, list of bidders to invite if applicable, contractor’s quote if applicable
  • Prepares grant file and maintains electronically log upon receipt of the grant application by Grant Development Specialist
  • Contacting bidders and contractors for the submission of insurances, contract security, signing contracts and modifications when requested
  • Contacting Federal & New York State Agencies with questions regarding grants and modifications, status of grant awards and dollar amounts
  • Organize pre-bid meetings, prepare minutes and distribute
  • Prepares the Red Folder approval sheet, by ensuring all required documents are attached, blanks are completed, financial information are included for final approval by Executive Director or Chiefs, for grant awards & modifications, contracts and modifications for leases, Memorandum of Understanding/Agreement, Service & Construction Contracts, Change Orders, Amendments and Purchase Agreements
  • Distribute and maintain fully executed grant awards grant modifications, contracts and modifications by hard files and electronically
  • Construction & service contracts drafts for approval, notices, for advertisements in newspapers
  • Assist contract staff by making copies, mailing or e-mailing Request for Proposals, Request for Quotes packages, and sending out Addendums, as needed
  • Order supplies for the program by researching suppliers to obtain lowest price and ensure compliance with the Procurement Policy and order and maintain office supplies by inputting data into the M.I.P System
  • Maintains electronically contractor list of current addresses, telephone, e-mail addresses and trades
  • Handle the acquisition, inventory, and storing of supplies
  • Answer, screen and transfer incoming phone calls

Supervisory Responsibilities: There are no supervisor requirements for this position.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information and personnel files maintained within Human Resources, must maintain strict confidentiality at all times.

Education and/or Experience: Certificate/Diploma from college or technical school or an Associate’s Degree in Business Administration and one year of experience in grant/contract administration or five years’ experience in an office setting. Knowledge of State and Federal laws and regulations governing contracts and agreements is preferred.

Other Skills and Abilities: Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. Computer testing in the applicable skills may be a requirement during the interview process. Ability to develop specific goals and plans to prioritize, organize, and accomplish your work.

Reasoning Ability: Ability to combine pieces of information to form general rules or conclusions. Ability to interpret a variety of instructions furnished in written or oral form.

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean drivers abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks. Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

NATIVE PREFERENCE POLICY

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

DRUG TESTING POLICY

The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.

BACKGROUND CHECK

Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.

ELIGIBILITY LIST

A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.

INTERVIEW

Testing in the applicable skills may be required as part of the interview process.