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Fiscal and Project Support

National Indian Child Welfare Association
Summary Description: 

CLASSIFICATION:        Administrative, regular, permanent, full-time, non-exempt
SUPERVISOR:        Operations Manager
SALARY RANGE:        $31,000 to $38,499 Levels I and II

The fiscal and project support staff for the National Indian Child Welfare 
Association is responsible for providing sound fiscal, logistical, and 
administrative support of NICWA’s work activities, including financial, 
human resources, grant/contract, and travel activities. The following 
specific responsibilities must be carried out:

•    Helps to ensure that financial transactions are performed according to 
Generally Accepted Accounting Principles, OMB Circular A-122, OMB Circular 
A-133, and NICWA fiscal policies, keeping all financial and personnel 
transactions confidential
•    Supports the the human resources supervisor on assigned administrative 
tasks in an accurate, timely, and professional manner
•    Ensures that travel logistics for staff, consultants, board of directors, 
and others representing NICWA are arranged in a professional and timely 
•    Ensures that all assigned event planning and administrative work is 
prepared, planned, and completed in an accurate, professional and timely 

Position Responsibilities: 

1.    Assists the financial services manager with monthly payroll by issuing and 
retrieving employee timesheets and distributing pay checks and/or pay stubs
2.    Reconciles and processes all invoices for services, sales, fees, and 
reimbursements; posts amount to monthly accounts receivable journal, tracks 
payments in a timely manner; makes consistent collections to minimize bad 
debt expense; and prepares and forwards the end-of-month reports to the 
financial services manager
3.    Prepares and records all incoming cash, checks, and credit card 
transactions for bank deposit and is responsible for taking the deposit to 
the bank
4.    Assists the financial services manager with payment of bills, ensuring 
that expenses are charged to correct accounts and funds, obtains management 
review and approval on check requests, provides coaching to other staff 
related to NICWA’s fiscal coding system, and forwards required information 
to the financial services manager for input into the MIP system
5.    Distributes checks and maintains accurate and complete vendor and contract 
files; purges files as needed or required
6.    May be called on to assist with compiling information for reports or 
presentations, e.g., monthly financial reports, audit documents, contract 
reports, annual audit, quarterly reports for the board of directors, and the 
annual budget proposal for the board of directors; ensures all documents are 
accurate and submitted within a timely manner
7.    Assists human resources supervisor with administrative tasks including 
processing new hire and termination paperwork, administering benefit plans, 
posting job openings, scheduling interviews, planning meetings, maintaining 
personnel files, and preparing personnel documents in an accurate, timely, 
and professional manner
8.    Performs administrative support tasks, such as word processing, working 
with spreadsheets and database information, scanning contracts, photocopying, 
filing, transferring data from previous fiscal years, disseminating 
materials, setting up conference calls, broadcast faxing and/or emailing, and 
scanning with accuracy in a professional and timely manner and provides 
backup support for other support staff
9.    Composes letters, memoranda, meeting minutes, and other business 
documents, assists in the design and layout of brochures and flyers, and 
types and finalizes rough drafts, making spelling, grammatical and formatting 
corrections on a variety of documents in an accurate, professional, and 
timely manner
10.    Processes recommendations from project lead staff on the provision of 
technical assistance, training, and consultation on a variety of contracts 
and projects and maintains documentation of event planning
11.    Makes arrangements for recommended consultant(s) and contractors who 
provide technical assistance, consultation, and training; confirms negotiated 
fee and travel details with lead staff, and follows up with necessary 
documents to confirm the consultant(s) participation
12.    Makes travel arrangements for consultants, presenters, grantee staff, 
NICWA staff or others, such as constituents, ensuring to the best of his/her 
ability that the traveler encounters little or no problem in getting to and 
from the assignment and that transportation fares and other travel costs are 
purchased to the best advantage of NICWA
13.    Works with other project support staff to arrange for travel advances, 
distributing the advance checks, and follows up on travel expense report 
14.    Works with project managers on facility specifications, such as meeting 
rooms, banquet and/or catering services, and lodging, including negotiation 
of hotel/facility and other supplier agreements to the best advantage of 
15.    Generates materials, such as name badges, handouts and/or manuals and 
other required supplies, ensuring they are shipped to the site ahead of time 
and available for use when needed
16.    Ensures accurate and timely entries of various project data into the 
Access database system
17.    Provides routine updates on current workload and other activity to the 
immediate supervisor as well as giving progress reports on assigned projects 
to the NICWA staff whom they support
18.    Performs other duties as assigned, such as representing NICWA on various 
internal and external teams and committees



1.    Associate or bachelor’s degree in business management, human resources, 
accounting, or related field; or equivalent specialized experience, 
specifically in bookkeeping/accounting
2.    Strong working knowledge of Indian culture, Indian Country, tribal social 
service systems, and/or tribal government structure
3.    Demonstrated strong organizational skills and ability to manage multiple 
tasks and conflicting deadlines
4.    Ability to work in a team environment, both in leadership and peer 
5.    Demonstrated strong proofreading and editing skills with excellent 
grammatical skills
6.    Able to capably operate a variety of office equipment, such as a computer, 
laptop computer, photocopier, scanner, printer, postage meter, etc.
7.    Demonstrated ability to communicate both orally and in writing in an 
effective, professional, and timely manner
8.    Proficient with Microsoft Excel and Word, QuickBooks Pro, and has ability 
to be trained to capably use other software programs, such as Abila Fund 
accounting software
9.    Able to move 25-30 lb. items
10.    Able to travel approximately 5-10% of the work year

Wage Type: 
per year
Close Date: 
June 16, 2014
Position Status: 
Application Submission: 

 E-mail résumé, cover letter, six references, and 
salary history to Melissa Parsons at,
fax to (503) 222-4007,
or mail to NICWA, 5100 SW Macadam Ave, #300, Portland, OR 97239. 

Contact Information: 

See Application Submission section above.