Grant Data Entry Clerk

PRIMARY FUNCTION:

The Grant Data Entry Clerk supports the organization’s grant compliance and reporting infrastructure by ensuring accurate, timely, and complete data entry across multiple funding streams. This position plays a critical role in maintaining documentation integrity, supporting performance reporting, and ensuring audit readiness in a multi-site nonprofit environment. The role requires strong attention to detail, deadline discipline, and the ability to manage confidential information in accordance with federal and state grant requirements.

KEY ROLES (Essential Job Responsibilities):

• Enter site-level program data into grant reporting systems (attendance, service units, outcomes, etc.)

• Maintain accurate digital records aligned with funding requirements

• Verify data for completeness and accuracy before submission

• Upload required supporting documentation to grant portals

• Maintain organized electronic grant files

• Assist in compiling monthly, quarterly, and annual grant reports

• Support NYOI and other outcome measurement data entry

• Ensure reporting deadlines are met by tracking submission schedules

• Flag inconsistencies or missing documentation to supervisor

• Assist with preparation of billing documentation when needed

• Maintain documentation logs for site-level records

• Assist in preparing documentation for monitoring visits and audits

• Ensure data aligns with approved grant budgets and performance measures

• Support corrective action documentation tracking

• Communicate with Site Directors to obtain required documentation

• Coordinate with Finance for billing and reimbursement support

• Assist in maintaining master compliance calendars

• Participate in training related to grant reporting systems

SKILLS/KNOWLEDGE REQUIRED:

• High school diploma required; Associate or Bachelor’s degree preferred

• 2 years data entry or administrative experience must

• Experience in nonprofit or grant-funded environment preferred

• Strong proficiency in Microsoft Excel and data management systems

• High level of accuracy and attention to detail

• Ability to handle confidential information, able to maintain strict confidentiality

• Strong organizational, attention to detail, and time management skills

• Good communication skills, both verbal and written

• Good organization and attention to detail

• Strong ability to multi-task under a deadline

• Typing/keyboarding skills of at least 40 wpm

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Ability to lift up to 10 lbs.

• Ability to sit for extended periods of time

• Exposure to loud or excessive noise

• Exposure to outdoor weather conditions

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees assigned to this job.