BUSINESS SERVICE SUPPORT MANAGER - 55009761

State of Florida•Gainesville, FL

9d•Onsite

About The Position

This position is responsible for overseeing Procurement and Contracts for the State Materials Office, as well as supporting budget coordination and financial reporting activities. Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. FDOT encourages our team members to grow through engagement, empowerment, training, and professional development. Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses.

Requirements

Four years of professional or nonprofessional procurement or purchasing experience.
Post-secondary education can substitute for the required years of experience on a year-for-year basis.
Knowledge of laws, rules, procedures and practices related to the procurement of contractual services and commodities.
Skills in use of computer based spreadsheets, databases and word processing applications.
Skills in reviewing documents for accuracy and completeness.
Skills in problem-solving techniques.
Skills in contract negotiation techniques.
Skills in effectively managing and allocating staff resources to meet strict deadlines.
Ability to plan, develop and coordinate the procurement of complex projects for contractual services and/or commodities.
Ability to communicate effectively and appropriately both verbally and in writing.
Ability to work independently, plan, organize and prioritize assignments.
Ability to establish and maintain effective working relationships.
Ability to research, analyze data and produce reports.
Ability to supervise and train staff.
Must be United States (U.S.) citizens or lawfully authorized alien workers.
Male applicants born on or after October 1, 1962, must be registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

Responsibilities

Supervise, oversee, coordinate and monitor the procurement activities needed to achieve procurement of the commodities and contractual services contracts and contract modifications.
Coordinate and supervise the review of all MyFloridaMarketPlace requisitions in accordance with procedure.
Coordinate and supervise emergency procurement processes to acquire commodities and contractual services in response to a declared emergency in the District area of responsibility in accordance with applicable federal and department procedures and policies.
Oversee and implement procurement processes necessary to acquire commodities and contractual services through Invitation to Bid (ITB), Request for Proposal (RFP), Invitation to Negotiate (ITN), Single Source, and Exempt methods of procurement.
Coordinate and supervise the contracting and administration processes needed to meet the contracting requirements.
Implement contracting principles, procedures and processes related to the preparation and review of solicitation documents, posting of contract advertisement, negotiations, contract documents, vendor’s quotes/bid proposals/replies, contract award, contract renewals, contract modifications, extensions and closeouts.
Verify funds availability at time of advertisement and execution.
Coordinate and oversee the preparation of solicitation documents and addendums.
Oversee the preparation of timely completion of contracts, modifications, renewals and closeouts, as applicable.
Communicate vendor’s issues as required by procedure.
Guide contract managers on proper contracting processes.
Ensure that contract managers take the appropriate training/certification as required by the Department of Financial Services.
Oversee the coordination and schedule of Technical Review Team meetings, Selection Committee meetings, pre-bid/pre-proposal/reply meetings, oral presentations, negotiations, reading of technical scores, and price proposal openings in accordance with procedure.
Participate in statewide meetings, conferences and training, as required, to perform job responsibilities.
Assist with procedure reviews and implementation.
Coordinate the implementation of Quality Assurance Review recommendations to existing processes, as applicable.
Coordinate and supervise the quality assurance review of purchases procured by Purchasing Card.
Oversee and ensure that contract activity, documentation and information are timely and accurately recorded into the various business data management systems, as required, i.e. Vendor Bid System (VBS), My Florida Marketplace and the Florida Accountability Tracking System (FACTS), etc.
Direct overall purchasing at the State Materials office. This includes but is not limited to locating and arranging for purchase of goods and services necessary for efficient operation of the organization.
Adheres to FDOT (Florida Department of Transportation) policies and procedures for competitive solicitations and procurement of goods and services.
Responsible for acquiring goods and services for the State Materials Office.
Analyzes price proposals, financial reports, and other data and information to determine reasonable values.
The incumbent has a purchasing card which allows a single purchase exceeding $20,000; has financial disclosure responsibility in accordance with Chapter 112.3145, Florida Statutes.
Sorts claims and resolves complaints generated during performance of contract or purchase order.
Evaluates all purchasing of commodities for contractual compliance.
Obtains quotes, verifies availability, ensures accuracy of information, and compliance with purchasing rules and regulations.
Determines method of procurement (State Purchasing Card or MyFloridaMarketPlace).
Orders commodities, assigns object codes, logs purchases on the Purchasing Tracking Sheet.
Prepares consultant contracts related to all functions for the State Materials Office.
Reviews invoices for vendor payments and verifies invoice approval.
Maintains budget allocation and monthly expenditures for each contract.
Recommends changes in scope of services to assist management with services needed.
Completes encumbrances, Letter of Authorization, and other documentation required to maintain budget for consultant funding.
Manage the preparation of management reports for Work Program Funding and Operating Funding categories.
Prepares and maintains subsidiary records for purchase orders, outstanding requisition credit card, vouchers for reimbursement for travel expenditures, and other budgetary commitments not reflected in Florida Accounting and Information Resource (FLAIR).
Perform other related duties as assigned.