Grant Specialist

Position Summary

The Grants Specialist will oversee the financial administration, tracking, and compliance of all Social Services grant and internal budgets. This role focuses on ensuring accuracy in financial reporting, managing procurement and reimbursement processes, and supporting the Social Services Director with data tracking, reporting, and planning. This position will work closely with the Pala Finance Department to ensure compliance with tribal, state, and federal regulations, and supports internal program managers with budget management and fiscal analysis.

Essential Responsibilities and Duties

• Maintain and reconcile grant and internal budgets on a monthly, quarterly, and annual basis
• Prepare financial statements and reports for multiple grants and funding sources
• Track expenditures and ensure appropriate use of funds in line with funding agency guidelines
• Monitor and process payment requests, purchase orders, reimbursements, and procurement for all Social Services programs
• Work with program managers to develop budget forecasts and monitor spending
• Maintain organized records of all grant documentation, invoices, and compliance materials
• Cook with Finance Department to support audit readiness and proper documentation
• Monitor grant reporting deadlines and assist with the preparation of financial sections of grant reports
• Aid in data tracking and analysis as needed to support internal program evaluation
• Provide training to staff on proper financial documentation and tracking practices
• Participate in grant application development, if approved by the Social Services Director
• Support department-wide initiatives, events, and collaborative projects as needed
• Other duties as assigned

Knowledge, Skills, Certifications, and Abilities

• Strong background in financial management, budgeting, and accounting practices
• Experience with full-cycle accounting (AR/AP, journal entries, reconciliations, audits)
• Proficient in QuickBooks, Microsoft Excel, Word, and Outlook
• Excellent attention to detail and organizational skills
• Ability to manage multiple funding sources and prioritize deadlines
• Strong communication skills and comfort working across departments
• Ability to work independently and problem-solve proactively

Minimum Qualifications

• Bachelor’s degree in accounting, Business Administration, Finance, or a related field (May be substituted with equivalent work experience — minimum of 4 years in bookkeeping, accounting, or financial oversight)
• 3–5 years’ experience in financial coordination, preferably in a non-profit, government, or tribal organization
• Familiarity with OMB grant compliance standards or similar financial regulations
• Experience preparing or supporting state or federal grant reporting
• Experience working with Native American tribes or in culturally diverse environments
• Knowledge of social services or human services programs is a plus

Other Requirements

• All employees are expected to follow the Tribal Personnel Policies and Procedures of the Pala Band of Mission Indians and must adhere to any additional applicable addendums.