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 Towns 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 youll be contributing to our ongoing recovery efforts and helping build a stronger more sustainable future. If youre 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.

Health & Wellness: 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.

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 Towns 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 municipalitys 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 municipalitys 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:

• Bachelors 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.

Veterans 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:

1. Notify Human Resources at to request Veterans Preference at the time of application.
2. Obtain the Veterans Preference Form which will be provided by Human Resources and indicate your eligibility.
3. 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 or

The Town of Fort Myers Beach is an EOE and DFW

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following:

1. Pre-employment drug screening pursuant to the Drug-Free /Alcohol-Free Employment Policy as outlined in the Towns Employee Handbook adopted by Council effective January 2022.

1. General background verification.

Required Experience:

IC