Grants Office Associate

State-of-Illinois; Springfield (IL); Hybrid; USD 46,000 - 61,000; Full time

Benefits offered by this job

Flexible work schedules

Health, Life, Vision, Dental Insurance

Pension Plan

Job summary

The Illinois Department of Healthcare and Family Services is seeking a Grants Office Associate to provide essential administrative support for the Grants Management team. This role focuses on coordinating communications, preparing reports, maintaining confidential records, and assisting with day-to-day operations.

The ideal candidate will be organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while using Microsoft Office applications.

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

Responsibilities

• Perform a variety of complex, specialized, clerical and general office support functions for the Grants Management team
• Serve 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

Skills

Keyboarding

Communication

Education

High school diploma

2 years office experience

Tools

Microsoft Office Suite

Job description

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We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at [e-mail] or call [phone] for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Job Requisition ID:58727
Opening Date:09/16/2026
Closing Date: 09/30/2026
Agency: Department of Healthcare and Family Services
Class Title:OFFICE ASSOCIATE - 30015
Skill Option:Keyboarding
Bilingual Option:
Salary: Anticipated starting salary $4,144 monthly; Full salary range $4,144 - $5,429 monthly
Job Type: Salaried
Category:Full Time
Number of Vacancies: 1
Bargaining Unit Code:RC014 Clerical Employees, AFSCME
Merit Comp Code:
Work Hours: Monday - Friday 8:30am - 5:00pm
Anticipated Hybrid Work Schedule Availability: It is required that a person reports to the headquarters on this job position as necessary (could be weekly, monthly, or other schedule) dependent on operational need
Headquarter Location: 201 S Grand Ave E, Springfield, Illinois, 62704
Work County: Sangamon
Agency Contact: HFS.DPASApps @ illinois.gov

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

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 FamilyServices (HFS), performing a variety of complex, specialized, clerical and general office support functions for theGrants 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 utilizingMicrosoft 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 assignmenttracking system
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumeratedabove

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two (2) years of officeexperience
• 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:

• 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
• 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!

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses: