Finance and Grants Analyst

Type: Full-Time

Reports to: Senior Director of Finance

Office Location: 224 W Hill St, Ste 410, Chicago IL; required in-office minimum of 3 days per week (hybrid work policy subject to change)

Background:

Guided by the experiences of those living with mental health conditions and rooted in equity, NAMI Chicago educates to fight stigma and discrimination, fiercely advocates for our community, and shares hope, connection and expertise with people on their mental health journey.

Who We Are Looking For:

The Finance & Grants Analyst supports NAMI Chicago’s mission by recording various transactions in the general ledger, creating invoices and reports, and supporting core accounting and financial grant management processes. Reporting to the Senior Director of Finance, this individual is detail-oriented and has strong time management skills. As NAMI Chicago continues to strengthen and scale its finance infrastructure, this role is well-suited for a candidate who is energized by building systems and improving processes in a growing environment. This individual will play a central role in strengthening grant allocation tracking, compliance, and financial operations, and should be comfortable operating with a high degree of autonomy while collaborating closely with leadership.

This role is ideal for someone who enjoys working with data at a detailed level—investigating variances, reconciling discrepancies, and asking “why” until the underlying issue is fully understood. The ideal candidate is naturally curious and motivated to improve how financial data flows, is validated, and is reported across systems. Given the size of the finance team, the Finance & Grants Analyst will take ownership of key workflows and serve as a primary point of accountability for government grants financial processes, demonstrating initiative, curiosity, and a solutions-oriented mindset.

Essential Functions & Responsibilities:

• Daily bookkeeping using non-profit fund accounting allocations in QuickBooks Online
• Monthly recording and allocation of credit card transactions
• Preparation of government grant monthly invoicing
• Perform and refine reconciliations across systems (e.g., donor database, prepaid entries, monthly reconciliations between Profit & Loss and Balance Sheet), identifying root causes of discrepancies and improving processes to prevent recurrence
• Review and distribution of employee expense reimbursements using Ramp, an expense management platform
• Assist in preparation of audit schedules for annual financial audit
• Monthly reconciliation of donor contributions with the Development team
• Monitor and maintain operating cash flow
• Create invoices and record revenue using non-profit best practices
• Identify, investigate, and resolve inefficiencies in accounting workflows, including proactively designing or implementing automation to improve data accuracy, reconciliation processes, and reporting efficiency
• Additional bookkeeping functions and other projects as needed

Government Grants Invoice Preparation

• Manage day-to-day fund accounting processes including the creation and submission of grant and contract invoices in a timely and accurate matter
• Serve as a key owner of grant financial operations, including tracking expenditures, supporting compliance with Uniform Guidance (2 CFR Part 200), and maintaining clear audit trails across all funding sources
• Contribute to strengthening grant tracking systems, reporting processes, and internal controls
• Responsible for ensuring the voucher process follows all agency and government policies and procedures
• Maintain audit ready invoices files and related supporting documents meeting all accounting government standards and requirements
• Coordinate with other members of the Finance Department and program staff to ensure the proper coordination of fee-for service billing and that all required documentation is assembled and submitted with grant invoices
• Maintain relationships and communication with funders related to ongoing financial management and reporting
• Assist with audits and monitoring reviews, as needed
• Assist in the preparation of grant and contract budgets, as needed
• Manage financial and compliance inputs in government funder portals
• Other duties as assigned