CHIEF OF BUSINESS SUPPORT SERVICES - 72001663

State of Florida•Tallahassee, FL

2d•$92,597 - $100,000

About The Position

This is a professional management level position with the primary responsibility relating to procurement, financial management and administrative support. This position is managed by the Bureau of Business Support Services who are responsible for the proactive management of the business functions of the division. This includes Strategic Planning, Financial Management, Procurement and Administrative Support Services.

Requirements

Experience establishing organizational goals and performance metrics aligned to those goals.
Knowledge of the principles and practices of government procurement; knowledge of applicable rules and laws as well as Florida’s purchasing process is preferred.
Strong budget and contract management skills, as well as excellent negotiation skills.
Experience managing vendor relationships and holding vendors accountable.
Excellent written and verbal communication skills; training and presentation experience preferred.
The ability to influence and motivate various team members in participation of our operations and construction programs.
Proven record of demonstrating excellent internal and external customer service.
Demonstrated history of success in staff team building and leadership development including the assessment of staff abilities, the implementation of staff developmental goals, and the alignment of individual and unit goals with those of the organization as a whole.
Strong personal and professional motivation to produce results aligned with the department’s goals and objectives.
Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork
Valid driver’s license.
Minimum of seven years of progressive experience and responsibility in a business administration field, three of which were holding a supervisory position directing a multi-functional staff.
This position requires sedentary work and repetitive motion.
Ability to drive and/or fly long distances.
Adheres to safety awareness policies in the workplace, views safety videos when presented and attends required safety meetings. Practices lessons learned on a daily basis to avoid accidents.
Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires

Responsibilities

Providing statistical analyses of real estate projections including standard deviation, regression testing, trend analyses, main, medium and mode analyses and other strategic functions.
Administers and directs the planning, forecasting and determining the need for releases of FCO funds and securing releases for design, bidding or construction phases of these projects.
Directs the preparation of the releases for design, bidding or detailed back-up data for forecasts and estimates and submits them to the Governor's Office of Policy and Budget during their review and approval period.
Administers and directs the implementation of amendments and adjustments of budgets as necessary.
Directs the preparation of annual budget requests for the Program's operating budget.
Administers the implementation of assisting field offices and sections in developing, monitoring and maintaining their operating budget providing input and recommendations.
Directs the writing of budget issues and amendments and requests from DMS budget office on specific issues such as financial analysis of revenue or expenditures.
The implementation of procedures to effect the planning and budgeting program, for the division.
Develops, coordinates and implements budgeting measures and criteria to be used in evaluating programs.
Administers workload statistics for presentation in planning and budgeting documents, analyzes and interprets the FCO budgets furnished the agency by the Governor's Office of Policy and Budget pursuant to legislative appropriations and serves in a liaison capacity between the agency or division, the agency for which the funds were appropriated, the Governor’s Office of Policy and Budget.
Operating budget (all categories) and quarterly projections to ensure proper expenditure rates.
Develops and manages the annual spend plan including reviewing and approving all service requisitions, travel, training and other items needed by employees.
Administering all aspects of the division’s building construction and service contracts, including but not limited to:
Information gathering and market analysis.
Development of procurements.
Contract administration, management and monitoring.
Invoice review and approval.
Data tracking, reporting, and analysis.
Ensuring vendor accountability and performance.
Working closely with other units to ensure contracted services are meeting the needs of the division within allocated budget.
Reviews, approves and tracks delivery status for all supply orders and ensures there are funds for supply orders before approving.
Works with contract unit and others in developing, procuring, managing, monitoring and other duties associated with the contracts for services.
Responsible for processing payments for contractual services.
Procuring labor and materials using DMS issued Purchasing Card and following DMS and state guidelines for the procurement of services and material.
Processes and process improvements, business planning.
Policies and procedures, internal audit process, operational direction and strategies.
Professional development, division training, onboard/offboarding, succession planning, performance expectations.
Legislative research, planning, and development of policies and initiatives for the division and rule promulgation.
The incumbent in this position is responsible for managing emergency response during and after scheduled work hours.
Incumbent is responsible for coordinating the work activities of subordinates.
Participate in emergency response as required.
Manage and supervise day to day operations and staff as required.
Communicate clearly and frequently with staff to ensure mission and tasks are clear.
Provide prompt and courteous customer service.
Incumbent provides general administrative duties including the writing of employee performance evaluations and review of work related performance.
Addresses employee performance issues promptly and uses corrective action to resolve performance problems.
Recommends disciplinary action if necessary and provides recommendations for training and continued education.
Works with Division Human Resource Liasion to document performance related issues.
Performs employee Performance Planning and Review within designated time periods in accordance with DMS procedures.
Supervises subordinates, reviews and approves timesheets, purchasing card procurement documentation.
Trains and evaluates employees on job safety awareness, proper care and use of equipment, periodic review of policies and procedures to reinforce DMS directives and policies.
Ensure subordinates receive the required training when appropriate approvals and funding have been acquired.
Ensures leave requests are submitted and approved in accordance with established DMS rules and procedures.

Benefits

State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions.
State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.
As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems.

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