Contract Manager Specialist - ESS Program 1

Requisition No: 823289

Agency: Children and Families

Working Title: CONTRACT MANAGER SPECIALIST - ESS Program 1

Position Number: 60067195

Salary: $53,500 minimum.

Posting Closing Date: 06/04/2024

THIS IS AN OPEN COMPETITIVE OPPORTUNITY

Multiple positions available.

CONTRACT MANAGER SPECIALIST- Economic Self Sufficiency Program

Department of Children and Families

Class title: Government Operations Consultant II

THIS IS NOT A TELEWORK POSITION.

The selected candidate will be required to work at the office location.

Location: 2415 N. Monroe St., Tallahassee, FL 32303.

Some travel may be required.

This is a full-time position working 40 hours per week.

Business hours are 8:00 am

• 5:00 pm EST, Monday

• Friday.

Salary to be determined, based on experience. Minimum $53,500.

If selected for hire, current DCF employees will be compensated in accordance with the DCF salary policy.

The incumbent is a member of the DCF DSNAP Disaster Response team and, in that capacity, may be required on short notice to perform duties and travel in support of disaster relief. During such events, incumbent may be required to work more than 8 hours per day.

Required Minimum Qualifications:

• At least one year of work experience in a professional office environment.

• A Bachelor's Degree from an accredited college or university OR four (4) years of equivalent work experience.

• Note: Be prepared to provide a copy of your degree/diploma or request official transcripts from your school in a sealed envelope. Unofficial transcripts are not accepted. All documents must be in English, clear, and legible, showing all signatures and pertinent details. Foreign degrees must be validated by a third party to meet the US equivalency requirements. All costs are the responsibility of the applicant.

Preference will be given to applicants who have:

• A current Florida Certified Contract Manager Certification (FCCM). Attach a copy of the certificate to your application/candidate profile before submitting your application or provide upon request.

• Working knowledge and experience using MyFloridaMarketPlace (MFMP) applications (i.e., Buyer, Sourcing, Vendor Information Portal, etc.).

• Working knowledge and experience using Microsoft applications (i.e. Excel, Word, PowerPoint, etc.).

• At least one year of contract management experience.

• Contract Management experience with any State of Florida Government Agency.

• Experience working on procurements for a State of Florida Government Agency.

• A current Florida Certified Contract Negotiator Certification (FCCN). Attach a copy of the certificate to your application/candidate profile before submitting your application or provide upon request.

POSITION DESCRIPTION -

This is a highly responsible position developing, coordinating, managing, executing, tracking, and monitoring contractual agreements for the Department of Children and Families (Department) Office of Economic Self-Sufficiency; providing contract support and directing a consultative program to ensure federal and state funds are accurately and effectively used and controlled. Incumbent must exercise independent judgement in developing procurement and contractual agreements, providing services impacting the program office and providing support to strategic partners; Serves as a participant for team assignments, process improvements and special projects. Effective communication, interpersonal skills, and attention to detail are required.

Specific Duties and Responsibilities include:

• Manages assigned contracts and agreements which includes the oversight and enforcement of contractual terms and conditions, developing, reviewing, and processing agreements, amendments, formal and informal procurements of goods and services in support of the program areas.

• Collaborates with contract and grant managers to provide consultation, direction, technical and administrative assistance.

• Interpreting policies and procedures, researching and compiling information necessary for developing agreements and documents.

• Reviews required contract related documents for accuracy and completeness.

• Reviews, approves, and processes invoices for payment processing ensuring agreement terms, conditions, and expenditures are compliant with agreement requirements and requirements and procedures specified in the Department of Financial Services (DFS) Reference Guide for State Expenditures in Florida Statutes and processing timelines specified in Florida Statutes.

• Performs financial reconcilations against payments made to validate accuracy against contract/agreement requirements and makes adjustments and changes, as necessary to resolve any issues.

• Prepares, analyzes and updates programmatic and financial reports on projects, potential problems, concerns and issues, and makes recommendations relating to area of responsibility to management in a timely manner. Completes and submits reports as required or directed.

• Understanding of contractual budgets, the review and approval of contract invoices in compliance with grant obligations and liquidation periods.

• Tracks agreements through the review and approval process, which includes interacting with other Department offices.

• Enters, tracks and reconciles contract expenditures.

• Maintains accurate contract file containing all required supporting documentation; keeps contract file current with all documentation and correspondence.

• Conduct site visits at least once annually for each assigned contract to ensure service delivery according to section 402.7305 (3) (d), F.S.

• Accurately facilitates the development of processes and routing all contract documents for review.

• Facilitates revisions throughout the review and approval process.

• Completes all activities associated with execution of agreements within the required designated timeframes.

• Facilitates meetings to coordinate with impacted stakeholders to gather requirements, develop scopes of work, gather technical requirements to resolve procurement, contract, and agreement issues.

• Participates in meetings on procurements and contract negotiations.

• Draft pre-negotiation memo for management review and recommendation.

• Participates in service teams or work group activities as assigned, including procurement activities.

• Coordinates the planning of contract monitoring with other Department staff.

• Administers the contract monitoring reports by determining the need for corrective actions based on the monitoring findings, approving and providing oversight of the providers' corrective action plan until closure.

• Maintains knowledge of operations and policies in the ESS Program Office as administered by the Department. Maintains current and detailed knowledge about the laws and regulations affecting the Department.

• Completes required training and seeking opportunities for professional development and accepting or volunteering for special learning and development activities.

• Performs other job-related duties as may be required.

Knowledge, Skills and Abilities required for the position:

• Knowledge of the contract management process, program evaluation, and data analysis.

• Knowledge of principles and practices involved in business processes and organizational planning and coordination.

• Proficient skills with Microsoft applications.

• Knowledge of Florida Statutes, Chapters 119, 287, 219 (and any other applicable to contracts and grants), Florida Administrative Code and policies and procedures related to contracts and grants.

• Knowledge of MyFloridaMarketPlace (MFMP/AOD) and DMS managed resources for agency use (State Term Contracts, Alternate Contract Source, procurement through PRIDE/RESPECT, etc.).

• Knowledge in developing bid specifications, scopes of work, and advertisements to procure goods/services.

• Knowledge of developing, administering, and monitoring contracts and State and Federal grants.

• Ability to demonstrate adaptability and flexibility in handling multiple tasks.

• Ability to communicate effectively verbally and in writing.

• Ability to plan, organize, and coordinate work activities.

• Ability to use problem solving techniques and maintain appropriate records.

• Ability to meet deadlines while maintaining accuracy and providing continued customer service.

• Ability to conduct fact-finding research and provide reports and analyses as required.

• Ability to work independently, be detail oriented, and demonstrate outstanding customer service skills.

• Ability to establish and maintain effective working relationships and work as part of a team.

• Ability to understand and apply relevant statutes, rules, regulations, policies, procedures and contractual standards.

• Ability to determine work priorities and ensure proper completion of work assignments.

• Ability to organize data into logical format for presentation in reports, documents, and other materials.

• Ability to collect, evaluate and analyze data to develop alternative recommendations, relating to the improvement of operational practices.

• Ability to work independently.

• Ability to solve problems and make decisions.

Your People First Candidate Profile (application) must be completed in its entirety.

• Include supervisor names and phone numbers for all periods of employment.

• Account for and explain any gaps in employment so that the hiring process is not delayed.

• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.

• It is unacceptable to use the statement "See Resume" in place of entering work history.

The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures.

Mission: The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

Vision: We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families.

Values: A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve.

To learn more about DCF please visit https://www.myflfamilies.com/.

Growth Opportunities:

With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are encouraged to take advantage of available Department opportunities for advancement and professional development.

Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including:

• No state income tax for residents of Florida.

• Annual and Sick Leave benefits.

• Nine paid holidays and one Personal Holiday each year.

• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.

• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com).

• Flexible Spending Accounts.

• Tuition waivers.

• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

EMPLOYMENT DISCLOSURES

• US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.
• SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov.
• RETIREE NOTICE If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.
• BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.
• BENEFIT RECOVERY SCREENING Candidates applying to positions in the Economic Self-Sufficiency Program may have a Benefit Recovery check completed to validate current or former public assistance case information before completing the hiring process.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS' PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans' Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.