Contract & Vendor Program Manager - SES - 31001681 1

State of Florida • TALLAHASSEE, FL

1d • Onsite

About The Position

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida”, along with our vision of “Leading the Profession in building prepared and resilient communities”.

This position serves as the Contract & Vendor Program Manager for the Bureau of Response, responsible for coordinating the emergency contracts for the Bureau and the SERT while managing the Contract & Vendor Management Team. The duties include, but are not limited to the following:

Monitor contractor activities and ensure contractual requirements are followed in accordance with contract language, established guidelines, FDEM policy, and relevant statutes and administrative codes.
Serve as the primary coordination point for the bureau’s vendors in support of disaster preparedness and response.
Develop and implement processes related to contract formation, contract performance, and contractor payment.
Maintain work documents (i.e., scopes of work; vendor reports; invoices, etc.) related to contractual work.
Review and analyze vendor proposals, contracts, agreements, leases, timesheets, spreadsheets, and other documentation related to contractual work as correlated with pre-emergency and emergency procurements.
Coordinate the performance of competitively procured “pre-emergency” logistics contracts and new emergency procurements in support of emergency response operations during emergencies and disasters.
Coordinate functional areas of contract management with appropriate stakeholders including, but not limited to contract conceptualization, contract solicitation, scope of work composition, contract negotiations, contract price analysis, contract evaluation and award, contract administration, contract termination, and contract closeout.
Coordinate with the Office of Procurement and Contract Management and external entities for pre-award and post-award functions involving complex, highly specialized emergency management procurement activities.
Coordinate with bureau leadership to ensure the proper management of the bureau’s operation budget in agreement with established timelines and goals.
Supervise the Contract & Vendor Management team, including the Mutual Aid Coordinator, Accountable Property Officer, and two Response Financial Officers, promoting professional development and agency growth.
Perform duties as assigned during activations of the EOC, work non-traditional hours, and travel for extended periods of time when responding to an emergency event.
Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Requirements

• Knowledge in federal and State of Florida acquisition laws, rules, regulations, policies, and procedures pertaining to the acquisition of commodities and services and contract administration of complex systems.
• Skilled at collaborating with others to monitor and manage contracts, scrutinize contractor performance, and measure quality and compliance within contract terms and conditions.
• Ability to apply procurement, acquisition, and contracting statutes, rules, and policies to advise on executing pre-award and post-award acquisition functions involving emergency response acquisition and contract activities.
• Ability to advise program officials of regulatory requirements related to funding requirements, types of contracts, acquisition methods, contract performance, metrics, and other contracting and procurement activities.
• Ability to lead and develop an innovative team to better themselves and the agency.
• Ability to plan, develop, and administer comprehensive internal processes related to financial management, contract administration, and budgeting.
• Ability to communicate effectively with others verbally and in writing.
• Ability to multi-task, prioritize, and perform effectively under stressful conditions for extended periods of time.
• Ability to work both independently and as a member of a team.
• A minimum of six years of experience in Financial Management, Contract Management, and/or Operations (i.e., scope of work development, vendor management accounting, budgeting, reporting, etc.).
• A post-secondary education in Finance or similar field can substitute for experience on a year-for-year basis.
• Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn and navigate FDEM enterprise business systems.
• Valid driver’s license.
• Florida Certified Contract Manager (FCCM) certification or have the ability and willingness to obtain within the first 12 months of employment.

Nice To Haves

• Florida Certified Contract Negotiator (FCCN) certification.
• A minimum of two years’ experience in a supervisory/manager role.

Responsibilities

• Monitor contractor activities and ensure contractual requirements are followed in accordance with contract language, established guidelines, FDEM policy, and relevant statutes and administrative codes.
• Serve as the primary coordination point for the bureau’s vendors in support of disaster preparedness and response.
• Develop and implement processes related to contract formation, contract performance, and contractor payment.
• Maintain work documents (i.e., scopes of work; vendor reports; invoices, etc.) related to contractual work.
• Review and analyze vendor proposals, contracts, agreements, leases, timesheets, spreadsheets, and other documentation related to contractual work as correlated with pre-emergency and emergency procurements.
• Coordinate the performance of competitively procured “pre-emergency” logistics contracts and new emergency procurements in support of emergency response operations during emergencies and disasters.
• Coordinate functional areas of contract management with appropriate stakeholders including, but not limited to contract conceptualization, contract solicitation, scope of work composition, contract negotiations, contract price analysis, contract evaluation and award, contract administration, contract termination, and contract closeout.
• Coordinate with the Office of Procurement and Contract Management and external entities for pre-award and post-award functions involving complex, highly specialized emergency management procurement activities.
• Coordinate with bureau leadership to ensure the proper management of the bureau’s operation budget in agreement with established timelines and goals.
• Supervise the Contract & Vendor Management team, including the Mutual Aid Coordinator, Accountable Property Officer, and two Response Financial Officers, promoting professional development and agency growth.
• Perform duties as assigned during activations of the EOC, work non-traditional hours, and travel for extended periods of time when responding to an emergency event.
• Perform other duties as assigned.

Benefits

• The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
• FDEM is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce.
• FDEM appreciates the service and sacrifices made by veterans and their family members and recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.
• FDEM is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.
• An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation.
• Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at [phone].
• FDEM requests applicants notify the Human Resources Office 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.
• Successful completion of background screening will be required for this position.
• The State of Florida and FDEM participate in E-Verify.
• This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
• In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description.
• Employees must be able to deploy to emergency sites with limited advance notice.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree