Grant Specialist

 

Job Title:        Grant Specialist                                    FLSA Status: Non-Exempt

Department:  Accounting                                          Pay Grade: 22/A

Supervisor:    Chief Financial Officer                       Position Status: Full-time

General Description

The position will support YNHA in ensuring that accounting records comply with audit, grantors, and donor requirements; to secure an accurate and timely SEFA. Incumbent will understand and ensure achievement of grant compliance and contract deliverables documentation. Incumbent shall ensure accounting transactions are identifiable for funds/grant deliverables, ensure costs are allowable and monthly reimbursements are submitted. Grant Specialist with the approval of CFO shall complete annual updates to funding codes for the MIP, Microix system and provide coding matrix to other associates. Grants included are IHP, HUD VASH, ROSS, ICDBG, IHBG Competitive, Commerce, Department of Energy, FEMA, PSH and future Federal, State and Private grant awards.  Incumbent reports to the CFO. Incumbent will work through the CFO on all areas of concern, issues, or major discussions involving grants and contracts with Program Managers, Project Manager, Grant Writers, or other YNHA personnel and outside agencies.

Responsibilities require employee to follow:

• YNHA programs listed “Common Duties,” listed below.
• Department programs listed “Essential Tasks,” listed below.
• Follow the Chain of Command.

Common Duties:

• Read and comply with all appropriate standards to include the Finance Policy, the Procurement Policy, and YNHA policy and procedures, e.g., Personnel Policy Manual, Grant Policy, Company Vehicle Policy,
• Work cooperatively with all YNHA employees or those associated with the Tribe.
• Schedule regular meetings with Grant Program Managers.
• Must maintain strict confidentiality standards.

Essential Tasks

The tasks listed below represent the majority of the time spent working in this position. Management may assign tasks related to the type of work of the position, as necessary.

• Ensure signed grant documents are permanently filed in an orderly manner, including approved applications, amendments, monthly billings, and financial reports as required by the grant agreement.
• Incumbent is responsible for implementing and ensuring grant & contract compliance and timely billings.
• Grant Specialist shall ensure accounting transactions, include identifier codes in accordance with GASB ensuring costs are allowable, complete, accurate, timely and appropriately identified and tracked.
• Input grant budgets into MIP.
• Preparation of the annual Life to Date, Year to Date and Month to date for each grant. Provide report to Deputy Director, Program Managers by the 15^th of each month.
• Performs initial review of financial and budget in grant proposals before such proposals are submitted to funding agencies and ensures compliance with institutional policies and procedures.
• Reviews and analyzes the monthly grant budget variance reports and implementation schedules with Project Manager, Program Manager, or applicable person to support timely achievement of grant deliverables.
• Upon approval of grant application and receipt of grant award notification, assists in preparation of Grant and Contract Management Budget Forms with CFO and Project Manager/Program Manager.
• Assists in establishing protocol and timetable for reports, reimbursement requests, and other requirements.
• Ensures expenditures allocated to grants are in accordance with Title 2 Subtitle A Chapter II Part 200 Uniform Administrative Requirements.
• Prepares reimbursement requests once a month for various grants/contracts to support the cash flow needs of the YNHA. This process includes the collection of, and reconciliation of, the Time and Efforts report for grant compliance.
• Semi-annually performs reconciliation of Program Income for all grants.
• Ensures a central location of grant documentation for archive purposes.
• Assist in the month end closing and financial reporting process including account analysis. This includes the trial balance sheet accounts to reconcile as needed.
• Lead position in the annual close out activities for each grant, by preparing and sharing a checklist to Program Manager. Ensure audit trail documentation is maintained for review.
• Prepare and complete necessary allocation journals or distribution codes ensuring grants are charged for associate time, fringe, leave codes, copy charges, vehicle mileage, etc. in a timely manner.
• Plan and assist with final adjustments to spend 100% of award.
• Assist and perform financial analysis and special projects as needed by CFO.
• Ensure grant receivables are reconciled to prevent bad debt or write offs.
• Represents YNHA in the most positive manner, interact effectively with a diverse group of people, and staff.
• Learns, and uses policies of the department and YNHA.
• Upholds the YNHA Mission Statement.
• Manages confidential information with tact and discretion.
• Monitoring of sub-recipients and completion of reporting, as well as others identified as needed by the various granting agencies and YNHA.
• Assists in preparation of grant financial documents required by CFO, Board of Commissioners, or auditors.
• Performs other duties as necessary or assigned.

 

Involvement With Data, People

Data Involvement: Requires gathering, organizing, analyzing, examining, or evaluating data or in formation and may prescribe act ion based on such data or information.

People Involvement: Requires working with others on a variety of tasks, following directive, maintaining harmonious relations and promote efficiency.

Involvement with Things: Requires handling or using complex equipment that requires extended training and experience such as the application of customs or commercial financial accounting, excel or other complex software or systems.

 

 

General Requirements

Reasoning Requirements: Requires performing skilled work involving rules/systems with almost constant problem solving.

 

Mathematical Requirements: Requires mathematics involving the practical application of fractions, percentages, ratios and proportions or measurements; may use algebraic solutions of equations and inequalities and/or statistics applying such functions as frequency, distribution, reliability, validity, and correction techniques.

Language Requirements: Must have a strong command of English language both written and verbal. Requires reading technical instructions, procedures manuals and charts to solve practical problems such as office equipment operating instructions or methods and procedures for investigations into accounting discrepancies; composing routine or specialized reports, forms, or business letters with proper format; speaking compound sentences using proper grammar and word form.

Mental Requirements: Requires professional level of work using the application of accounting methods in the solution of accounting problems; advanced understanding of operating policies and procedures, and the ability to apply these to complex problems. Continuous close attention to detail for accurate results with frequent exposure to unusual pressures.

Physical and Dexterity Requirements: Requires sedentary work that involves walking or standing some of the times, exerting up to ten pounds of force on a recurring basis; skill and adeptness and speed in the sue of fingers, hands, or limbs on repetitive operation of electronic office machines.

Environment Hazards: The job risks exposure to no significant environmental hazards.

Sensory Requirements: The job requires normal visual acuity and field of vision, hearing and speaking.

Judgments and Decisions: Requires the development of procedures and constant decisions affecting co-workers and customers; works in a moderately fluid environment with guidelines and rules but with frequent variations from the routine.

 

Vocational/Educational/Experience requirements:

Education Requirements: Bachelor's degree in accounting or business finance with accounting emphasis is required.

 
Experience Requirements: Two or more years of related work experience required. Experience in use of computers including accounting applications, Microsoft Excel, Word, and Access. Experience with federal grant accounting is highly desirable. Working knowledge of CFRs and how they relate to Grant Compliance. Demonstrate ability to communicate effectively with people of diverse backgrounds and interests is essential. Excellent interpersonal and team building skills are essential. Strong organizational skills and an ability to prioritize multiple responsibilities.

Special Certifications and Licenses: Requires a valid driver’s license at the time of appointment and throughout employment. Must qualify to drive a YNHA company vehicle through insurance provider.

 

Drug and Alcohol Policy

The Yakama Nation Housing Authority has a “Drug Free Workplace Policy.” All employees are subject to pre-employment, random drug tests and to tests when the use of alcohol or drugs in the workplace is suspected.

 

Indian Preference Policy

In accordance with Section 101(k) of NAHASDA, Yakama Nation Housing Authority applies Indian preference in employment, as established by Resolution GC-05-2012 of the Yakama Nation General Council.

 

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Posted on June 29, 2026

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