Requisition No: 825574

Agency: Children and Families

Working Title: CONTRACT MANAGER SPECIALIST - 60025938

Pay Plan: Career Service

Position Number: 60025938

Salary: $53,000 - $63,000

Posting Closing Date: 04/10/2024

Total Compensation Estimator Tool

Contract Manager Specialist

(Government Operations Consultant II)

Department of Children and Families

Office of Quality and Innovation

Tallahassee

Open Competitive

Current employees will be compensated in accordance with the DCF salary policy.

Annual Salary $53,000 - $63,000 (based on experience)

What you will do:

The Office of Quality and Innovation serves as the catalyst for ensuring high levels of performance across the state to support a strong workforce and positive outcomes for Florida families. The office seeks collaborative, action-focused, and transparent professionals dedicated to putting quality at the center of serving families.

This is a highly responsible and professional position responsible for contract management and business administration functions to support the Office of Quality and Innovation (OQI). This position will collaborate with each section within the OQI and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.

How you will make an impact:

This position serves as a contract manager, managing multiple contracts for the Office of Quality and Innovation. The person in this position has the following duties and responsibilities:

• Oversees and enforces contract terms and conditions, implements necessary contract amendments and budget changes, reviews and approves contract invoices in accordance with grant obligations and liquidation periods.
• Manages assigned contracts. Analyzes contract-specific issues relating to provider programmatic (deliverables and performance standards or measures) and expenditure rate, and reports analysis to management and assigned providers at least quarterly.
• Enters, tracks and reconciles contract expenditures, as well as other program automated and financial systems. Gathers and checks the completeness of required contract-related documents from designated providers before transmitting them to others as necessary or confirming departmental receipt of them as required by departmental policy or practice.
• Assist in the creation and review of procurement documents related to assigned projects. Act as contract manager for any subsequent contracts related to assigned projects or initiatives.
• Responsible for maintaining a contract file throughout the duration of the contract and for a period of not less than 6 years after the completion and/or termination of a contract.
• Correctly and accurately develops, processes, and routes for review all contract documents, including but not limited to contract 1121s, EOG approvals, attestation memos and appropriate approvals for contracts in excess of $1 million for all assigned contracts using the required Departmental clauses and format; correct funding allocations, spelling, grammar and punctuation, etc, and makes the necessary revisions throughout the approval process and over the course of the contract year. Completes all activities associated with the final execution of assigned contracts within the required designated time frames.
• Functions as team lead for assigned service team including scheduling and facilitating meetings, coordinating team efforts with other program staff to resolve service related issues, and participates in the procurement process by assisting with the development, evaluation and negotiation activities within the required time frames. Develops the service specific template as assigned.
• Completes arrangements and prepares documents for negotiation purposes between the Department and provider staff, for assigned contracts, through to execution. Takes the lead in negotiating assigned contracts including, but not limited to, service tasks, task limits, contract limits, deliverables, number of service units, financial consequences, performance standards, method of payment, line item budgets, and unit rates as necessary and in the best interest of the Department. Develops the pre-negotiation Memo for Management review and recommendations.
• Communicates with assigned contract providers on a frequent basis and in a professional manner to resolve programmatic performance, expenditures, service delivery, data entry or any other assigned issue. Documents such communication via email, letter, or telephone log that is maintained in the contract file. Conducts site visits at least once annually for each assigned contract to ensure service delivery according to section 402.7305 (3) (d), F.S.
• Coordinates the planning of monitoring with other Department staff for assigned contracts. Administers the contract monitoring reports by determining the need for corrective actions based on the monitored findings, entering the corrective action information in the Contract Evaluation Reporting System (CERS), and approving and providing oversight of the providers' corrective action plan until closure.
• Upon request to manage new contracts, the incumbent will be responsible for completing contracts, arranging amendments, and any associated documentation for review by stakeholders. Acquire approvals and execute contracts while guaranteeing no interruption in customer service. Develop schedules and hold negotiation sessions, meetings, and conference calls with multiple parties as necessary. Work with Contract Administration to guarantee precise and timely entry of contract data into FLAIR, as well as serve as the primary contact point for relevant contract matters. When necessary, works to establish productive working relationships with internal and external partners while engaging in active contract management.

Qualifications:

• At least two years of work experience in a professional office environment.
• A Bachelor's Degree from an accredited college or university OR three (3) 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.
• At least two years 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.
• 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.).

Knowledge, Skills, and Abilities:

• Knowledge of the contract management process, program evaluation and data analysis.
• Knowledge of statutes, rules, regulations, policies and procedures related to procurements and contract management.
• Knowledge of MyFloridaMarketPlace (MFMP/AOD) and DMS managed resources for agency use (State Term Contracts, Alternate Contract Source).
• Knowledge in developing bid specifications, scopes of work, and advertisements to procure.
• Knowledge of management principles and practices. Ability to formulate policies and procedures.
• Ability to understand and apply relevant statutes, rules, regulations, policies, procedures and contractual standards.
• Knowledge of the methods of data collection and analysis.
• 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, solve problems, document work and other activities relating to the improvement of operational and management practices. Ability to conduct fact-finding research.
• Ability to work independently, solve problems and make decisions.
• Must have advanced computer skills in Excel and MS-Word.
• Ability to work independently, be detail oriented, and demonstrate outstanding customer service skills.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with others.

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

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.

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

About Department of Children and Families:

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 please visit https://www.myflfamilies.com/.

BACKGROUND SCREENING REQUIREMENT: 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 also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, 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.

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.