CONTRACT SUPPORT ANALYST - 72004246

State of Florida•TALLAHASSEE, FL

7d•Onsite

About The Position

The Contract Support Analyst provides functional support and oversight for the contract covering the State of Florida’s eProcurement system, MyFloridaMarketPlace (MFMP). The role monitors contract deliverables and Service Level Expectations (SLEs) for compliance, tracks and reports contract metrics, and researches, implements, and documents process improvements for the Bureau. This is an on-site position in Tallahassee, Florida, with the Division of State Purchasing at the Florida Department of Management Services. The position supports contract file maintenance and retention, contract verification, invoice review and payment processing, and preparation for audits. It also develops and maintains standard operating procedures and user guides, works with internal and external stakeholders, and coordinates operational activities and communications for MFMP. Additional duties include responding to vendor inquiries and public records requests, maintaining system-related materials and records, and performing other duties assigned by management.

Requirements

High school diploma or equivalent.
Three years of professional contract management, project management, or system support experience.
Knowledge of eProcurement systems, including Ariba on Demand; Microsoft Office (Excel, Word, PowerPoint, and Publisher); and Adobe products.
Ability to monitor, identify, and document process improvements.
Ability to use technology effectively and meet required deadlines.
Ability to analyze large amounts of data.
Knowledge of Florida procurement rules, laws, and strategic sourcing processes.
Attention to detail and customer service skills.
Skill in managing internal and external customers and stakeholders.

Nice To Haves

College experience is preferred but not required.
Experience in a customer service role managing multiple stakeholders.
Experience compiling analytical reports and presenting data to senior management.
Agency experience with MyFloridaMarketPlace as a buyer, approver, or other user.
Florida Certified Contract Manager (FCCM) certification.
Florida Certified Contract Negotiator (FCCN) certification.

Responsibilities

Maintain the MFMP contract file and ensure current contract files are posted online.
Organize contract records using online tools such as SharePoint and ensure appropriate records retention by the Department and service provider in accordance with Florida statutes and administrative rules.
Maintain documentation sufficient to support contractual audits and assist with information requests, meetings, discussions, and follow-ups during audits.
Monitor and verify contractual requirements, services, deliverables, and Service Level Expectations (SLEs).
Review invoice pricing against contracted rates and verify that the service provider has met SLEs and provided deliverables before payment.
Pay contract and ad hoc invoices through Ariba on Demand (AOD), including applicable collections-vendor and transaction-fee system-vendor charges, and process payments through a purchase order in AOD for Accounting and Auditing.
Validate requirements associated with procured goods and services and consult relevant subject matter experts as needed.
Analyze the MFMP contract and identify opportunities to expand contract management and verification activities.
Monitor daily activities and time spent to assess workload and opportunities for additional duties and contract management activities.
Create, maintain, and update standard operating procedures and user guides for reviewing and approving contract deliverables and SLEs.
Review MFMP Bureau processes for opportunities to improve documentation and formalize procedures.
Build and maintain relationships with internal and external stakeholders and maintain an understanding of MFMP’s program, customer structure, and key stakeholders.
Participate in operational and contract meetings, record meeting minutes, and use information from meetings to support contract verification activities.
Monitor service-provider stakeholder engagement and customer support against Department expectations.
Monitor and respond to vendor inquiries through the MFMP email inbox.
Coordinate operational and day-to-day activities, including system browser support; technical communications; maintenance of the MFMP public-facing website, application home pages, and news feeds; release logs; and records of system downtime, service outage documents, and root cause analyses.
Store related system and operational documentation in DMS@Work SharePoint.
Respond to and coordinate public records requests.
Request and document state agencies’ Annual Confidential Information Policy.
Review and approve Vendor Information Portal (VIP) business delegations, the primary collections list, Operational Data Updates (ODU), and workflows.
Perform other duties as assigned by management.