Requisition No: 827624 

Agency: Children and Families

Working Title: CONTRACT MANAGER SUPERVISOR - 60071273

 Pay Plan: SES

Position Number: 60071273 

Salary: $65,000-$75,000 

Posting Closing Date: 05/19/2024 

Total Compensation Estimator Tool

This is a highly responsible position in the Office of Child and Family Well-Being, Business Operations, Contract Management Services Unit. This is advanced professional work supervising and directing employees responsible for the oversight and management of the administrative, fiscal, and programmatic terms and conditions of contracts; enforcement of provider compliance with Federal law, state statutes, and Department operating procedures and guidelines, conducting invoice and supporting documentation reviews; facilitating training and technical assistance to contracted providers; conducting budget reviews; and utilizing Microsoft Word, Microsoft Excel, Microsoft Office 365, Microsoft Outlook, Microsoft Teams, Florida Safe Families Network (FSFN), and other State, and Federal database application systems. This position communicates, motivates, trains and evaluates employees, plans and directs their work.. The position also has the authority to recommend actions such as hiring, transfering, suspend, layoff, promote, discharge, assign, reward, or discipline direct reports. Responsible for evaluating employees against established standards and takes appropriate actions when necessary to include recognition, reward, corrective action, etc. The incumbent must perform these duties and responsibilities by adhering to the Department’s Core Values by operating with integrity, maintaining loyalty to a code of ethics, take responsibility for providing the highest quality of service to the vulnerable, being solution-focused, transparent, accountable, and achieving quality outcomes for those we serve.

Supervise and ensure:

• Contract Management staff prepare, process, and execute contracts, contract amendments, purchase orders, ITN’s and RFP’s;

• Contract Management staff review, develop, and implement policies, procedures, standards, and rules necessary to ensure compliance with federal laws, state statutes, Florida Administrative Code, and Department operating procedures that relate to contractual services;

• Contract Management staff participate as a contract adviser to the program office in the contract negotiations with potential providers; acts as primary liaison to contract administration, program office(s), and providers regarding the terms and conditions of contract and amendments under their auspices;

• Contract Management staff provide contract management including payment and reconciliation of provider invoices, completion of monthly Invoice Payment Tracking Ledger and Invoice Tracking Log; monitors and tracks allocations, encumbrances, and expenditures, and reconciles with FLAIR/IDS, at least quarterly, to validate fiscal contract integrity;

• Contract Management staff monitor, evaluate, and track performance outcomes in coordination with program staff to ensure compliance with performance measures;

• Contract Management staff identify any provider performance concerns and makes recommendations for corrective action and/or tiered interventions/financial penalties;

• Contract Management staff provides technical assistance and consultation to program staff and providers regarding budget, financial rule interpretation, and contract management.;

• Contract Management staff notifies providers of specific contract concerns or departmental request, including corrective action plans and/or tiered interventions/financial penalties;

• Contract Management staff evaluates provider budgets, financial audits, and capacity reports and contract required agency submissions;

• Contract Management staff meet with provider staff, enforce the deliverables schedule, analyzes contractual expenditures to manage any surplus/deficit, and reviews and processes any deliverables, especially reports that are to be used by external units.

Hires, manages, trains and evaluates the Contract Management Unit staff assigned to them. Directs all contract related activities including processing and execution ITNs, ITBs, RFPs and performance-based contracts and amendments.

Responsible for the review, development and implementation of policies, procedures, standards and rules necessary to ensure compliance with Federal and State Statues, Administrative Rules, regulations and regional procedures that relate to contractual services.

Ensure contract managers periodically visit the physical location where the services are delivered and speak directly to clients receiving the services and the staff responsible for delivering the services and ensure the contract manager meets at least once a month directly with the contractor’s representative and maintain records of such meetings

Ensures the contract manager periodically documents any differences between the required performance measures and the actual performance measures.

Responsible for special requests from Leadership, Business Division Director, Chief of Contracts and/or Contract Administratration, provider agencies, state Auditor General’s office and other parties.

Attend, as needed, provider meetings; provider board meetings; community alliance meetings, and functions to understand workflow, performance delivery, and management processes.

Develops special or ad hoc reports to assist the Director of Business Operations, Chief of Contracts and/or Contract Administrator in making management decisions.

Performs other required duties, as assigned.

Knowledge of management principles and practices; Knowledge of the methods of data collection and analysis; Excellent written and verbal communication skills ; Skilled in interpreting and applying statutes, rules, regulations, policies, and procedures; Intermediate computer skills in MS Excel and MS Word; Ability to collect, evaluate and analyze data to develop alternative recommendations; solve problems, document workflow and other activities relating to the improvement of operational and management practices; Ability to organize data into logical format for presentation in reports, documents and other written materials; Ability to conduct fact finding research; Ability to utilize problem-solving techniques; Ability to use logic and analysis to identify the strengths and weaknesses of different approaches; Ability to work independently; Ability to plan, organize and coordinate work assignments; Ability to communicate effectively; Ability to use independent judgment and creativity to resolve contract or programmatic issues; Ability to develop specifications and scopes of work for assigned contracts; and Ability to establish and maintain effective working relationships with others.

402.7305(1)(a), F.S., defines “Contract Manager”; 402.7305(3)(a) through (h), F.S., defines contract manger’s duties and responsibilities; 287.057(15)(b), F.S., defines training requirements in accountability in contracts and grant management for contract manager for contracts in excess of the threshold amount for CATEGORY TWO; 287.057(15)(c), F.S., defines the certification requirements for contract manager responsible for contracts in excess of $100,000 annually must, within 6 months after being assigned responsibility for such contracts, complete training in contract management and become a Florida Certified Contract Manager (FCCM). A FCCM must complete training every 5 years for certification renewal. 287.057(15)(d), F.S., each contract manager who is responsible for contracts in excess of $10 million annually must, in addition to the training required in paragraph (b) and the training and certification required in paragraph (c), possess at least 5 years of experience managing contracts in excess of $5 million annually; 287.057(17)(b)1., F.S., defines the need for a Florida Certified Contract Negotiator (FCCN) on a contract negotiation team if the value of a contract exceed $1 million in any fiscal year; and 287.057(17)(b)2., F.S., defines the need for a Project Management Professional (PMP) on a contract negotiation team if the value of the contract exceeds $10 million in any fiscal year.

A bachelor's degree from an accredited college or university and four years of professional experience in systems analysis, management analysis, program planning, program research, program evaluation, engineering, or administrative work. A master's degree from an accredited college or university can substitute for one year of the required experience. Professional or nonprofessional experience as described above can substitute on a year for-year basis for the required college education.

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.