Grants & Payroll Coordinator Position Available In Lee, Florida

Grants & Payroll Coordinator Town of Fort Myers Beach Florida 2731 Oak Street, Fort Myers Beach, FL 33931

Position:

Grants and Payroll Coordinator Reports to:

Finance Director Emergency Classification:

Essential FLSA Classification:

Non-Exempt Pay Grade:

109 Are you highly organized, detail-driven, and passionate about public service finance? The Town of Fort Myers Beach is seeking a skilled and motivated Grants and Payroll Coordinator to join our Finance Department. This position plays a key role in supporting the Town’s operations by ensuring accurate and timely payroll processing and overseeing the administration and compliance of grant-funded programs. The ideal candidate will have a strong background in payroll, grant tracking and reporting, and municipal or governmental financial practices. The Town of Fort Myers Beach is a community committed to resilience and revitalization. By joining our team, you’ll be contributing to our ongoing recovery efforts and helping build a stronger, more sustainable future. If you’re ready to put your skills to work in a role that makes a meaningful impact, please review the job description and apply through the job ad.

HealthWellness:

Comprehensive health insurance plans for you and your family with low deductibles and low annual maximums! The Town of FMB pays 100% of employee only coverage and 50% of dependent coverage. Employer paid life insurance, short- and long-term disability insurance, and gym membership reimbursement.

Work/Life Balance:

The Town of FMB offers 26 days of PTO Annually, 14 Paid Holidays annually, paid parental leave, and flexible scheduling options.

Retirement Planning:

401(a)/457(b) Pension Plan with an employer contribution in which you are immediately vested. and more! Position Summary The Grants and Payroll Coordinator is a multi-faceted position responsible for managing and coordinating grant activities, ensuring compliance with grant requirements, maximizing funding opportunities to support Town initiatives and processing payroll. The Grants and Payroll Coordinator will work closely with various departments to identify grant opportunities, prepare grant applications, manage grant-funded projects from inception to closeout, in addition to processing payroll. Responsibilities and Reporting During an

Emergency Situation:

If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Examples of Essential Duties Payroll Processing:

Process payroll accurately and in a timely manner, ensuring compliance with relevant laws, regulations, and policies. Work closely with Human Resources to maintain employee payroll records, including deductions, taxes, and benefits. Address payroll-related inquiries and resolve issues promptly and professionally. Collaborate with HR staff to ensure payroll data integrity and accuracy. Process year-end regulatory compliance information related to payroll processing, including W2s and other required documentation.

Grant Coordination :

Coordinate and monitor the administration of grant programs to include policy, contract, and program development, data collection and analysis, monitoring of the grant, and facilitation of jurisdictional coordination. Assist in preparing the Town’s annual budget by identifying grants to be budgeted and ensuring they are properly budgeted. Coordinate and participate in relevant meetings; monitor legislative matters to keep informed of issues that may affect program regulations, funding, and grant programs to report on areas, or issues of concern. Perform administrative duties such as preparing Town agenda items, preparing paperwork for signature, and drafting and editing sub-agreements and contracts for legal review. Research grant opportunities from federal, state, and private sources that align with the municipality’s priorities and initiatives. Monitor grant databases, websites, and newsletters for new funding opportunities. Collaborate with department heads to identify grant needs and priorities. Prepare and submit grant applications, ensuring accuracy, completeness, and compliance with grant guidelines and requirements. Coordinate with departmental staff to gather necessary information, data, and documentation for grant applications. Develop budgets, narratives, and supporting materials for grant proposals. Serve as the primary point of contact for grant-related inquiries and communications. Monitor grant awards, timelines, and reporting requirements. Ensure compliance with grant terms and conditions, including financial reporting, programmatic reporting, and audit requirements. Maintain accurate records and documentation related to grant-funded projects. Prepare and provide regular reports on the status of grants and grant related projects as directed. Prepare and submit timely and accurate grant reports to funding agencies, highlighting project accomplishments, outcomes, and impact. Conduct evaluations and assessments of grant-funded projects to measure accuracy, effectiveness and identify areas for improvement. Report recommendations for improved processes and best practices to Finance Director for future grant activities. Review grants financial requirements and accounting information to monitor and maintain fiscal compliance requirements. Researches and recommends policies and procedures relating to applicable regulations, programs, grant application and administration to ensure compliance. Receives and documents issues and reports to appropriate staff for timely resolution; gathers statistical data and other information and prepares and presents various special and recurring reports to ensure effective, accurate, and timely communication of information. Serves as liaison between the Town and funding agencies and service providers; aids in resolving issues and conflicts with agencies and providers to facilitate positive relations and continued funding opportunities. Support the finance department in preparing documentation and reports for annual audits, including grant-related financial information. Assist auditors in reviewing grant expenditures, ensuring compliance with grant terms and accounting standards. Address audit findings related to grants and implement corrective actions as needed. Ensure grant compliance with all relevant financial regulations and internal accounting policies specific to municipal government accounting. Work closely with the Finance Department to track and report the municipality’s grant revenue performance. Assist with general administrative tasks related to grants coordination and payroll processing, including record-keeping, document management, and other duties as assigned. Processes all grant billing and keeps track of all reimbursements for grant funds. Attends assigned meetings and events. Performs emergency response tasks and assignments as directed. Performs other duties as assigned. (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

REQUIREMENTS

Education, Certification, and Experience:

Bachelor’s degree in Finance, Accounting, Business, or related field preferred Three (3) years’ experience in program and grant application process, compliance activities, procedures. One (1) year experience payroll processing preferred. •Relevant work experience may substitute on a year for year basis for the required education

Knowledge, Skills, and Abilities:

Knowledge of federal, state, and local laws and regulations governing payroll processing, including tax withholding requirements, wage and hour laws, and payroll reporting obligations. Experience with payroll processing software systems and the ability to navigate and utilize payroll modules efficiently. Familiarity with electronic timekeeping systems and their integration with payroll software. Strong attention to detail and accuracy in processing payroll data, including employee hours, wages, deductions, and benefits. Understanding of payroll tax laws, including federal and state income tax withholding, FICA (Social Security and Medicare) taxes, unemployment taxes, and other payroll-related taxes. Ability to review and verify payroll inputs for completeness and accuracy, identifying and resolving discrepancies as needed. Proficiency in basic mathematical calculations, including addition, subtraction, multiplication, and division, to accurately calculate payroll figures, taxes, and deductions. Ability to explain payroll policies, procedures, and regulations in clear and understandable terms, addressing questions and concerns professionally. Knowledge of principles, practices, and techniques of governmental grant research, writing, reporting, accounting, administration, application processes and procedures; principles and practices of effective project and grant management, contract and records management. Knowledge of Town organization, operations, policies and procedures and applicable federal, state, and local laws, codes, rules, and regulations to effectively perform the functions and duties of the position. Knowledge of compliance requirements for Federal, State, and other grant-related programs. Skill in writing grant applications and administering funds. Oral communication and interpersonal skills to explain rules and procedures clearly to the public. Creative problem-solving skills to gather relevant information to solve vaguely defined practical problems. Skilled in researching, collecting, and analyzing relevant information to prepare various applications and documents. Skill in written, verbal, electronic, and visual communications for effective expression and clarity. Skill in effective organization, prioritization, and time management. Ability to perform a variety of duties and responsibilities timely and with accuracy to meet time-sensitive deadlines and to ensure achievement of goals and objectives. Ability to read, interpret, and ensure compliance with policies, procedures, rules, and regulations governing grants and related activities, programs, and functions. Ability to effectively communicate orally and in writing; research and compile applicable information and maintain accurate records; prepare and present accurate and reliable reports containing findings and recommendations. Ability to review documents and extract relevant information; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public. Ability to use initiative and independent judgment within established procedural guidelines to successfully meet established goals and objectives. Ability to understand and apply applicable standards, policies, procedures, rules, and regulations and analyze and interpret contracts and grant documents, instructions, and requirements to provide appropriate guidance and accurate, timely information. Ability to operate a personal computer with installed generic and specialized software, which may include Microsoft Word, Excel, PowerPoint, and Internet. Ability to prepare and present information in a clear and concise manner. Strong communication and interpersonal skills for dealing with constituents, colleagues, and external agencies. Ability to work independently and as part of a team in a fast-paced environment. Ability to maintain integrity and discretion when handling sensitive financial information. Ability to create and maintain spreadsheets with moderate to complex formulas and graphs, presentations, and databases. Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.

Physical Requirements:

Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment. Tasks may involve extended periods of time working at a desk in front of a computer.

Environmental Requirements:

Task is regularly performed without exposure to adverse environmental conditions.

Sensory Requirements:

Task requires sound perception and discrimination. Task requires visual perception and discrimination. Task requires oral communications ability. Veteran’s Preference The Town of Fort Myers Beach provides Veterans’ Preference in employment for eligible veterans, spouses of veterans, and qualifying family members, in accordance with the Florida Department of Veterans’ Affairs guidelines. How to

Claim Veterans’ Preference:

Notify Human Resources at hr@fmbgov.com to request Veterans’ Preference at the time of application. Obtain the Veterans’ Preference Form, which will be provided by Human Resources, and indicate your eligibility. Submit the required documentation (e.g., DD-214 form, VA disability letter, or applicable spouse documentation) along with your completed application. If you require assistance or have questions about this process, please contact Human Resources at (239) 896-4284 or hr@fmbgov.com. The Town of Fort Myers Beach is an EOE and DFW