Grants Office Associate

Position Overview

The Department of Healthcare and Family Services is seeking to hire a Grants Office Associate to provide office support functions for the Grants Process and Compliance Administrator. This position serves a critical role within the Office of Procurement Management by supporting grant administration activities, coordinating communications, preparing reports and correspondence, maintaining confidential records, and assisting with the day-to-day operations of the Grants Management team.

The ideal candidate will possess strong organizational and communication skills, demonstrate attention to detail, have experience managing multiple priorities in a fast-paced environment, and be proficient in Microsoft Office applications. The preferred candidate will have the ability to work independently, maintain confidentiality, and effectively interact with staff, stakeholders, and the public while supporting grant-related administrative functions.

HFS values employees with different backgrounds, life experiences, and talents.

Essential Functions

• Under direction, serves as the Grants Office Associate in the Illinois Department of Healthcare and Family Services (HFS), performing a variety of complex, specialized, clerical and general office support functions for the Grants Management team
• Serves as receptionist for the Grants Process and Compliance Administrator
• Drafts correspondence and keyboards letters, memoranda, charts, and statistical reports
• Develops information and special reports on employees, programs, and situations in response to inquiries, complaints, regarding the administration and implementation of program grants and confidential information utilizing Microsoft Office suite software
• Establishes and updates the Grants Process and Compliance Administrator’s personal and confidential files
• Prepares and monitors the Grants Process and Compliance Administrator’s mail control and special assignment tracking system
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two (2) years of office experience
• Requires the ability to keyboard accurately at 45 words per minute

Preferred Qualifications

• One (1) year of experience utilizing office practices, procedures and programs
• One (1) year of experience utilizing Microsoft Office Suite, including Power Point, Visio or similar software
• One (1) year of experience providing clerical support to an organizational director/administrator of a public or private organization
• One (1) year of experience interacting with and communicating in verbal and written form with internal and external stakeholders including diverse communities

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history
• Requires the ability to utilize state issued equipment such as a laptop
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

About the Agency

At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained.

HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion.  We welcome and value employees with different backgrounds, life experiences, and talents.  It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement.  In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation. HFS is an equal opportunity employer.

Benefits Statement

Employees receive a robust benefit package including:

• Monday-Friday work schedule
• Flexible work schedules are available in many program areas. (Remote work may be an option for certain positions.)
• Health, Life, Vision, and Dental Insurance
• Pension Plan
• Paid Parental Leave
• Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
• Employees earn (12) paid Sick Days annually.
• New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
• Employees earn (3) paid Personal Days annually.
• (13-14) paid holidays annually (based on start date)

If you are seeking a new opportunity, and this position appeals to you, please apply today!