Grants Records Specialist

Benefits

• 403(B) Match
• 403(B)
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Training & development
• Vision insurance

The Grants & Records Specialist will support and report to the Impact & Innovation Director to maintain the center’s extensive grants portfolio. This position is an opportunity to experience various aspects of grants administration and information management. The successful candidate will demonstrate meticulous attention to detail and strong organizational skills — these are the most critical qualities for success in this role.

Business Work Week

The Crisis Center for South Suburbia is a non‑profit organization committed to providing emergency shelter and essential services to individuals and families impacted by domestic violence. We serve thousands of individuals annually across the south suburban Chicago area, offering a comprehensive range of support services. We value inclusivity, professionalism, and ethical service delivery, and we encourage candidates from diverse backgrounds to apply.

Provide administrative support to the Impact & Innovation Director.

Remain cognizant of current developments in the area of Domestic Violence.

Provides updated statistics from external sources, when available.

Take notes during project, committee, or team meetings led by Impact & Innovation Director, including the Performance & Quality Improvement (PQI) Committee.

Ensures quarterly PQI reports are submitted on time. Follows up with committee members who do not submit their reports on time.

Assists in maintaining agency Standard Operating Procedures and Operations Manual to ensure policies and forms are easy for staff to find and use.

Maintain and update grantmaking procedure manuals, grant cycle timelines, and grants management calendar.

Prepare reports on program services, statistics and outcomes for various funders, partners, staff members and other parties as needed.

Prepare grant documentation for signature, including preparing cover letters and collecting external letters of support. Prepares board resolutions and certifications for grant approval before meetings.

Answer routine grant-centric questions from the Development Operations team, as needed.

Maintain electronic and paper record-keeping for all grant documents and correspondence.

Attend meetings, conferences, and events related to grant reporting and maintenance.

Assists in coordinating site visits and desk reviews from funders and government entities, as appropriate.

Maintain Info Net database entry procedures and create updates as needed.

Software Administration and Support for Info Net and Empower.

Updates funding for staff statements for service delivery provided by staff assigned to grant awards.

Assists in preparing reports for data entry and creating new profiles in Info Net.

Assists with input and verifying data in Info Net to ensure data accuracy.

Uses reports to prepare Staff Productivity for Management Team and statistic reports for decision‑making or impact reporting.

Maintain client file/record storage and organization. Ensure that all completed service form documentation and service hours are properly filed and organized by client number. Ensure files are stored and archived according to policy.

Responsible for assisting with Agency Record Retention.

Bi‑Annually coordinate with Directors the safe and confidential destruction of Agency records.

Bachelor’s Degree

• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities without losing accuracy
• Excellent written and oral communication skills
• Balancing day‑to‑day tasks with long‑term projects
• Ability to maintain high degree of discretion and confidentiality
• Ability to type 45+ WPM
• Tech savvy;
  Proficient in using Email, Google docs, Microsoft Office Suite specifically Excel and Word. Experience with Microsoft Access preferred but not required.