Grants and Contracts Financial Coordinator

JOB TITLE:  Grants and Contracts Financial Coordinator

DEPARTMENT

Administration

POSITION TYPE

Full-time

REPORTS TO

Assistant City Manager

PAY TYPE

Hourly,  paid bi-weekly

SALARY RANGE

$24.00-$30.00/hour

ERP CLASS

Stand-by

JOB FAMILY

Administrative Support

DRUG CLASS

CAT IV, non-safety

Work Location

City Hall

6738 Dixon St.

Milton, FL 32570

DRIVER CLASS

Secondary Driver

EXEMPTION STATUS

Non-Exempt

MANAGEMENT LEVEL

Individual Contributor

POSITION BENEFITS

The City of Milton recognizes that our employees are the foundation of the services we provide and the heart of what makes our community thrive. We are committed to creating an environment where employees feel valued, supported, and respected. We understand that people do their best work when they have the stability and resources they need in all areas of life, and we strive to offer benefits and programs that reflect that commitment. The City provides a comprehensive and competitive benefits package designed to support the health, well-being, and long-term success of our employees and their families. This position is designated as full-time and is eligible for the full range of City of Milton employee benefits. Full-time employees receive:

• 100% employer-paid health insurance for employee-only coverage and 60% employer-paid health coverage for eligible dependents.
• 100% employer-paid long-term disability coverage
• $25,000 in employer-paid life insurance.
• Additional affordable voluntary benefits are available, including supplemental life insurance, dental, vision, accident, cancer, and AD&D coverage.
• Employees enrolled in Florida Blue also have access to additional wellness benefits such as discounted gym memberships, health and fitness programs, preventive care incentives, and other member discounts offered through the insurance provider.
• The City participates in the General Employees’ Pension Plan (mandatory 10% employee contribution), which provides a 10-year vesting period, full retirement eligibility at 25 years of service or at age 65, and an optional 457(b) retirement investment plan.
• Optional  457(b) plan with an employer match of up to 7 percent.
• Accrued paid vacation, sick leave, and holiday time and observe the City’s paid holidays, which include:
  •  New Year’s Day
  • Martin Luther King Jr. Day
  • Memorial Day
  • Juneteenth
  • Independence Day
  • Labor Day
  • Veterans Day
  • Thanksgiving Day & the day after Thanksgiving
  • Christmas Eve, Christmas Day
  • One personal day
• Full-time employees are also eligible for overtime pay or compensatory time in accordance with City policy
• Eligibility to annual merit increase (1-3%) in addition to annual Cost of Living Adjustments
• Employees also have access to the City’s Employee Assistance Program, which provides confidential 24/7 counseling availability, short-term mental health support, legal and financial services, resource referrals, and crisis assistance. In addition to the EAP, the City provides up to three free sessions per year with a local licensed therapist with specialties suited to the employee’s needs.
• Depending on the position, full-time employees may also be eligible for job-specific allowances such as the safety boot allowance-up to $200 annually.
• The City additionally offers up to 100% tuition reimbursement for approved coursework in accordance with City policy. As well as job-specific certifications and training.

JOB DESCRIPTION

JOB SUMMARY

The Grants and Contracts Financial Coordinator is responsible for financial oversight, budget monitoring, and accounting administration of City grants and contracts. This position ensures accurate financial tracking, compliance with funding requirements, timely reimbursement processing, cost analysis, and audit readiness. The role supports the Assistant City Manager in maintaining financial integrity, fiscal accountability, and budget adherence across all grant and contract activities.

In addition to its primary financial responsibilities, this position works in coordination with the Contract Coordinator as part of the City’s grant and contract management team. While the Contract Coordinator focuses on contract development, documentation, and programmatic administration, this position provides the financial oversight and fiscal controls necessary to ensure projects remain aligned with approved budgets and funding requirements. Together, the positions support leadership through coordinated planning, tracking, documentation, and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures pre-bid estimates are on file prior to bid and proposal submission deadlines and conducts cost and price analysis prior to contract awards.

• Identifies grant deliverables for performance tracking and billing systems and ensures expense and project codes are properly assigned for accurate project accounting.

• Enters and maintains financial data in the City’s financial system and the contract/grant database systems.

• Records and tracks deliverables, expenditures, payments, reimbursements, and match requirements.

• Oversees project accounts to ensure accurate City’s financial system posting and timely processing of vendor payments.

• Monitors projects for budget adherence, cost control, and cost effectiveness.

• Performs cost and price analysis as required for procurement and contract compliance.

• Conducts quarterly and routine reconciliations of project and grant accounts.

• Oversees financial administration of grants, ensuring proper documentation, timely reimbursement requests, and compliance with approved budgets.

• Maintains comprehensive financial records of contract payments, grant expenditures, required match expenses, and reimbursements in accordance with records retention requirements.

• Assists with identification of financial amendments, change orders, task orders, extensions, renewals, and financial disputes.

• Collaborates with City departments to address project budget needs, including overages and shortfalls.

• Provides technical assistance and guidance to City departments and contractors regarding project accounts and budget compliance.

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

• Assists with preparation of City Council agenda materials related to contract and grant financial matters.

• Prepares financial reports, charts, graphs, tables, and written summaries for leadership review.

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

• Participates in training and professional development related to contract, grant, and project accounting best practices.

• Provides backup support to the Contract and Grant Project Compliance Coordinator as assigned.

ADDITIONAL DUTIES:

• Provides backup support to the Contract Coordinator as assigned to ensure continuity of operations.

• Assists the Contract Coordinator with cross-functional contract and grant administration tasks as needed.

• Collaborates with the Contract Coordinator to identify process improvements and ensure coordinated project tracking and reporting.

• Assists with development and refinement of internal processes related to contract, grant, and project accounting.

• Assists with development and implementation of City policies related to contract and grant financial compliance.

• Performs other related duties as assigned

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is primarily performed in an office environment with prolonged periods of sitting, computer use, and data entry. The position may require occasional attendance at meetings or site visits. Must be able to lift up to 20 pounds occasionally.

JOB DESCRIPTION

JOB SUMMARY

The Grants and Contracts Financial Coordinator is responsible for financial oversight, budget monitoring, and accounting administration of City grants and contracts. This position ensures accurate financial tracking, compliance with funding requirements, timely reimbursement processing, cost analysis, and audit readiness. The role supports the Assistant City Manager in maintaining financial integrity, fiscal accountability, and budget adherence across all grant and contract activities.

In addition to its primary financial responsibilities, this position works in coordination with the Contract Coordinator as part of the City’s grant and contract management team. While the Contract Coordinator focuses on contract development, documentation, and programmatic administration, this position provides the financial oversight and fiscal controls necessary to ensure projects remain aligned with approved budgets and funding requirements. Together, the positions support leadership through coordinated planning, tracking, documentation, and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures pre-bid estimates are on file prior to bid and proposal submission deadlines and conducts cost and price analysis prior to contract awards.

• Identifies grant deliverables for performance tracking and billing systems and ensures expense and project codes are properly assigned for accurate project accounting.

• Enters and maintains financial data in the City’s financial system and the contract/grant database systems.

• Records and tracks deliverables, expenditures, payments, reimbursements, and match requirements.

• Oversees project accounts to ensure accurate City’s financial system posting and timely processing of vendor payments.

• Monitors projects for budget adherence, cost control, and cost effectiveness.

• Performs cost and price analysis as required for procurement and contract compliance.

• Conducts quarterly and routine reconciliations of project and grant accounts.

• Oversees financial administration of grants, ensuring proper documentation, timely reimbursement requests, and compliance with approved budgets.

• Maintains comprehensive financial records of contract payments, grant expenditures, required match expenses, and reimbursements in accordance with records retention requirements.

• Assists with identification of financial amendments, change orders, task orders, extensions, renewals, and financial disputes.

• Collaborates with City departments to address project budget needs, including overages and shortfalls.

• Provides technical assistance and guidance to City departments and contractors regarding project accounts and budget compliance.

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

• Assists with preparation of City Council agenda materials related to contract and grant financial matters.

• Prepares financial reports, charts, graphs, tables, and written summaries for leadership review.

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

• Participates in training and professional development related to contract, grant, and project accounting best practices.

• Provides backup support to the Contract and Grant Project Compliance Coordinator as assigned.

ADDITIONAL DUTIES:

• Provides backup support to the Contract Coordinator as assigned to ensure continuity of operations.

• Assists the Contract Coordinator with cross-functional contract and grant administration tasks as needed.

• Collaborates with the Contract Coordinator to identify process improvements and ensure coordinated project tracking and reporting.

• Assists with development and refinement of internal processes related to contract, grant, and project accounting.

• Assists with development and implementation of City policies related to contract and grant financial compliance.

• Performs other related duties as assigned

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is primarily performed in an office environment with prolonged periods of sitting, computer use, and data entry. The position may require occasional attendance at meetings or site visits. Must be able to lift up to 20 pounds occasionally.

JOB QUALIFICATIONS

MINIMUM QUALIFICATIONS, EXPERIENCE

• Minimum three (3) years of experience in accounting, grant administration, project accounting, or financial administration required. Experience in governmental, municipal, or public sector financial operations preferred.

• Experience with fund accounting, grant reimbursement processing, budget tracking, and financial systems such as Naviline or similar ERP systems preferred.
• Experience with grant reimbursement processing and audit preparation preferred.

• Must be able to demonstrate the ability to review financial documents, identify discrepancies, and ensure accuracy in data entry and reporting.
• Must be able to work independently with minimal supervision while meeting established deadlines.
• Must be able to collaborate effectively with City departments, vendors, and leadership to resolve financial or budget-related issues.
• Must be able to demonstrate sound organizational skills and the ability to manage multiple projects simultaneously.
• Must be able to maintain confidentiality of sensitive financial and grant-related information.
• Must be able to interpret and apply grant guidelines, contract terms, and financial policies.

MINIMUM QUALIFICATIONS, EDUCATION

• Relevant degree in Accounting, Finance, Business Administration, Public Administration, or related field preferred; or an equivalent combination of education and/or directly related experience.

OTHER REQUIREMENTS, CERTIFICATIONS, AND LICENCES

• Must be at least 18 years or older
• Certified Government Finance Officer (CGFO) or Grant Management certification preferred but not required.

SAFETY AND COMPLIANCE CLASSIFICATIONS

EMERGENCY RESPONSE PLAN (ERP) CLASSIFICATION

Every City of Milton employee has emergency response responsibilities. Although not every position will require assignments during an emergency event, all employees may be subject to some requirements during or after emergency operations, which may involve irregular work hours, relocation to emergency sites, and duties beyond those specified in the official job description. This position is classified as STAND-BY during emergency operations and will not be required to return to work until essential services have been restored and the City resumes normal operations. More information regarding your classification and requirements for this position will be provided at the time of hire.

DRUG TESTING CLASSIFICATION

This position is assigned to a Drug Screening Class under the City’s Drug-Free Workplace Policy. The classification determines whether the position is subject to pre-employment, random, reasonable suspicion, post-accident, or other required testing. Classifications are based on the actual duties of the position, applicable federal and state law, and the level of safety risk associated with the work performed.

This position is classified as CATEGORY IV: Non-Safety, which includes positions whose duties do not meet the statutory criteria for mandatory testing or safety-sensitive positions under Florida Statute 440.102. These roles do not involve duties where impairment would create an immediate physical threat to the employee, coworkers, or the public. Employees in this category are not eligible for random or pre-employment drug testing under Florida law. Testing may only occur when lawful grounds exist, such as reasonable suspicion, post-accident circumstances, or when required by federal or state regulation. Non-safety positions typically include administrative, clerical, financial, IT, planning, HR, communications, and other office-based roles where impairment, while unacceptable, does not rise to the level required for mandatory testing.

The full drug-free work place policy will be provided at the time of hire.

DRIVER CLASSIFICATION

Positions are assigned a Driver Classification based on whether driving is an essential part of the job and the level of responsibility involved in operating a City vehicle or driving for city-related business. Driver classifications determine the type of license required, the level of training needed, type and frequency of Motor Vehicle Record checks, and the safety and compliance expectations for the position.

This position is classified as SECONDARY DRIVER, which includes positions that may occasionally operate a City vehicle or drive on behalf of the City, but for which driving is not a primary or regular essential duty. Employees in this category must maintain a valid driver’s license, comply with the City’s Vehicle Use and Driver Safety Policy, and may be subject to periodic motor vehicle record review when assigned driving responsibilities. Loss of driving privileges may affect the employee’s ability to perform certain duties but does not typically prevent performance of the overall position. Employees in this classification are required to report any driving Impairment, unsafe driving, or loss of driving privileges that may directly impact the employee’s ability to perform the essential duties of the position immediately to their supervisor and Human Resources.

Background and Security

The City of Milton conducts background checks on all final candidates as part of the hiring process. A criminal record does not automatically disqualify an applicant from employment. The City evaluates each background on an individualized basis, considering factors such as the nature and seriousness of the offense, the time that has passed since the conviction, the responsibilities of the position, the candidates rehabilitation efforts, progress and statements, and whether the offense is relevant to the duties to be performed. The City values second-chance employment opportunities and may hire individuals with prior convictions when it is appropriate for the position and consistent with operational and safety requirements.

ADA AND NON-DISCRIMINATION STATEMENT

The City of Milton is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, marital status, veteran status, or any other classification protected by federal or state law. All employment decisions are based on qualifications, merit, and operational needs of the City.

The City of Milton complies with the Americans with Disabilities Act and provides reasonable accommodations to qualified individuals with disabilities. Employees who need accommodation to perform the essential functions of their position should contact Human Resources. Requests for accommodation will be reviewed on an individualized basis and handled promptly, fairly, and confidentially.