CONTRACT COORDINATOR Position Available In Santa Rosa, Florida

CONTRACT COORDINATOR 3.2 3.2

out of 5 stars 6738 Dixon Street, Milton, FL 32570

Position Title:

Contract Coordinator Position Type:

Full-time, hourly, non-exempt,

Contract Pay Rate:

$23.00/hr – $28.00/hr.

Reports To:

City Manager Position Summary:

The Contract Coordinator provides essential administrative and compliance support for the City’s contract and grant management. The role is responsible for managing and tracking contracts and grant-funded procurements. This position works closely with the Assistant City Manager and Grants Manager to ensure timely and accurate contract execution, regulatory compliance and proper documentation and reporting for reimbursements and audits. The role’s responsibilities include tracking key deadlines, maintaining organized records, coordinating with vendors and departments, and preparing financial documentation for grant reimbursements and close-out.

KEY RESPONSIBILITIES

Contract & Grant Solicitation:

Assists with bid solicitations, public postings, and proposal/estimate requests for contract and grant procurements.

Contract Preparation & Execution:

Drafts contract templates including administrative and legal requirements. Submits contract drafts for legal and grant review and approval. Assists Purchasing with contract routing, package completion, and file maintenance.

Data Management:

Tracks project milestones, deadlines, deliverables, and financials using Naviline and other grant/procurement systems.

Compliance Monitoring:

Reviews requisitions and purchase orders for alignment with contract and grant terms, policies, and budget constraints.

Invoice and Cost Review:

Reviews invoices and contract/grant costs to ensure they are allowable, supported, and reimbursable.

Reimbursement Processing:

Compiles reimbursement packages for the Grant Manager and maintains accurate billing and accounts receivable records.

Vendor and Contractor Coordination:

Coordinates with external vendors and contractors to clarify contract terms, manage deliverables, and resolve discrepancies.

Reporting and Close-Out Support:

Prepares contract and grant financial documentation for quarterly, annual, fiscal year-end, and close-out reporting.

Audit Support:

Assists with internal and external audits and financial monitoring related to grant and contract activities.

File Maintenance:

Maintains accurate, complete, and organized electronic and physical files for all contracts and grant agreements.

Administrative Support:

Schedules meetings, prepares agendas, distributes documentation, and provides administrative coverage as needed.

Required Skills and Abilities:

Excellent organizational and prioritization skills. Strong attention to detail and accuracy. Effective verbal and written communication skills. Proficiency in Microsoft Office and financial systems (Naviline experience preferred). Ability to gather, interpret, and analyze data. Problem-solving and analytical skills.

Minimum Qualifications:

Associate’s degree in public administration, business, finance, or a related field and two (2) years of experience in contract administration, grants management, or procurement; OR An equivalent combination of education, training, and relevant experience that provides the required knowledge, skills, and abilities.

Preferred Qualifications:

Bachelor’s degree in a related field. Knowledge of governmental procurement and accounting procedures. Familiarity with grant compliance regulations and audit processes. Understanding of basic legal and contractual terminology.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Ability to lift up to 15 pounds occasionally (e.g., files, boxes of documents). Frequent use of hands and fingers for typing, writing, and filing. Ability to read and interpret documents, contracts, and computer screens. Occasional walking, bending, and reaching as needed to access office files and equipment. Verbal and auditory ability to communicate effectively with staff, vendors, and stakeholders in person, over the phone, and via virtual meetings. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without reasonable accommodation.