Contracts Specialist na Prairie Island Indian Community

SUMMARY:

The Contract Specialist works within the Grants and Contracts department, providing contract management assistance and department support.

DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Provide contract management and oversight with knowledge about the details of all assigned contracts.
• Perform contract reporting pursuant to the contract terms.
• Maintain contract files and file contract-related documents.
• Coordinate with the Tribal Legal Department to process contract documents including awards, modifications, amendments, extensions, and close-outs.
• Monitor and respond to contract-related emails and correspondence.
• Work with the various department Directors and Managers associated with a grant-contract to advance the objectives and deliverables of the contract while maintaining contract compliance.
• Work with and communicate professionally with BIA officials and BIA contract specialists.
• Provide assigned grant-funded Program Directors with updated financial spreadsheets when an updated spreadsheet is available.
• Develop proficiency in the Grants Department’s software for tracking and managing grant-related activities. Maintain assigned data in the grants management software.
• Ensure the timely completion and submission of all required financial, performance, and other required reports to the grantor. Collaborate with program staff to ensure that all required ports are submitted accurately and on schedule.
• Coordinate and facilitate site visits, desk reviews, and audits, ensuring preparedness and compliance throughout the process.
• Ensure all assigned grant-related files and documents are maintained and up to date in shared grant files.
• Assist the Grant Department Manager with other duties as assigned.

MINIMUM QUALIFICATIONS:

• Associate's degree in accounting, Finance, Business Administration, or closely related field with at least three (3) years of experience. Experience in tribal government contract management including grant management software.

• Two (2) years of professional contract management experience or three (3) years of para-professional contract management experience.
• Experience with computers and software applications (i.e., Microsoft Word, Excel, Access, Outlook, or similar applications) and able to produce quality work products including reports, spreadsheets, budgets, databases, and correspondence.
• The ability to work collaboratively and effectively as a team member.
• The ability to work independently to accomplish grant department tasks.

• Demonstrated project management skills, including meeting deadlines and managing multiple projects simultaneously.
• Ability to maintain strict standards of confidentiality.

• Excellent written and verbal communication skills.

• Ability to work independently and effectively with minimal supervision.
• Ability to work well within the existing team and government structure.
• Sensitive to Native American Culture.
• Pass drug screen (UA) and a criminal background check.
• Valid driver’s license and proof of insurability.

PREFERRED QUALIFICATIONS

• A bachelor’s degree in accounting, Finance, Business Administration, or closely related field.

• Experience with BIA contracts.
• Knowledge of state and federal contract systems (such as Grants.gov, JustGrants, ASAP).
• Knowledge of state and federal grant laws, rules, regulations, executive orders, and procedures regarding contract administration.
• Grant management certification from a recognized grant management association.

MEASURES OF ACCOUNTABILITY

• Assigned work is accurately completed in a timely manner.
• Work time is managed effectively.
• Sound professional judgment is demonstrated.
• Cooperative and supportive work relationships are maintained.
• Adherence to policies, procedures, and protocols is demonstrated.
• Confidentiality and discretion are demonstrated.
• Verbal and written communication is effective.

PHYSICAL DEMANDS: *

• Must be able to sit for long periods of time with occasional amounts of standing or walking.
• Must be able to walk, stand or sit for long periods throughout the day.

• Must be able to push, pull and grasp objects routinely.
• Must be able to bend and crouch frequently.

REQUIRED TRAINING:

• Harassment training
• Any position-related training as determined by department manager

WORKING ENVIRONMENT:

• Work is performed primarily in an office setting but may include occasional outdoor activities.
• Work is performed in an indoors and outdoors and may include exposure to extreme weather conditions.
• Work is performed primarily in a convenience store setting but may include occasional outdoor activities.

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community.

*See physical demand analysis for more detailed information.