DJJ OPERATIONS COORDINATOR - 80081296 1 1

State of Florida • TALLAHASSEE, FL

54d • Onsite

About The Position

The Department of Juvenile Justice is seeking a DJJ Operations Coordinator to oversee provider service performance through ongoing contract management. This role serves as a primary contact between the Department and service providers, ensuring contract compliance and facilitating smooth operations. The coordinator will manage contract files, process invoices, coordinate program activation, and oversee contract closure. This position requires knowledge of accounting principles and state regulations, with a focus on ensuring timely and accurate contract execution and management.

Requirements

• Knowledge of accounting principles, practices and procedures.
• Knowledge of State Comptroller's rules and regulation and Florida Statutes.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to accounting programs.
• Ability to plan, organize and coordinate work assignments.
• Ability to utilize problem solving techniques.
• Ability to communicate effectively, both verbally and in writing.
• Ability to design and implement accounting systems.
• Ability to work independently.
• Compliance with Section 215.422, Florida Statutes, Prompt Payment Compliance Law.
• Compliance with Rule 69I-40 General, commodities, contractual service and 69I-42 travel expenses in accordance with Department of Financial Services.

Nice To Haves

• A bachelor’s degree from a college or university in education, public administration, business administration, or a related field.
• Three years of project or contract management experience, preferably within an educational context.
• Experience reviewing and evaluating education plans and deliverables for content accuracy and alignment with standards.
• The ability to travel.
• Possess a valid driver’s license.

Responsibilities

• Conduct on-going contract management functions to oversee provider service performance.
• Serve as a primary contact between the Department and the service provider/program.
• Review all contract monitoring reports to ensure service delivery according to contract terms and conditions.
• Communicate contract compliance issues to program area and provider staff in a timely manner.
• Review, approve, and maintain provider subcontracts and agreements prior to their execution.
• Develop and maintain a contract file for each contract for which the employee is designated as the contract manager.
• Ensure all contract related documents are accessible for audit and review purposes.
• Provide informal technical assistance to provider as needed.
• Work with program area as needed to review contracts draft documents such as scopes of services or contract itself.
• Responsible for completion of Program Profiles as applicable for contract renewals.
• Coordinates with monitors or other program area staff to complete Program Profile.
• Participates on call with program area and provider to review Profile.
• Process provider invoices according F.S. 215.422 prompt pay law.
• Work with provider to ensure required documentation is submitted with invoices.
• Verify service delivery via Juvenile Justice Information System (JJIS) and census reports when applicable.
• Maintain contract expenditure and budget ledger.
• Conduct reconciliation of contract file expenditures/encumbrances to Florida Accounting Information Resource (FLAIR).
• Receive, review, and reconcile the Major Maintenance Fund (MMF) bank account statements, as applicable.
• Maintain MMF contract expenditure and budget ledger to track deposits/debits/interest charges.
• Coordinate the activation of contracted programs.
• Work with the provider and program area staff to develop a pre-operational plan when applicable and obtain program area approval.
• Work with other Department offices such as Generals Services, Information Technology, Background Screening Unit (BSU) and Talent leadership and Culture (TLC) to ensure all activation requirements and needs are met.
• May require work with outside community based, government, county, and city entities to ensure service requirements are met and available.
• Provide guidance and direction to the provider on contractual requirements.
• Manage contract compliance deficiencies.
• Coordinate and communicate with program monitor and program area staff to ensure deficiencies are followed up on and that technical assistance is being provided as needed.
• Track progress on corrective actions plans and impose consequences if so, directed by program area.
• Ensure documentation of all deficiency related items is maintained appropriately.
• Conduct administrative compliance review for contracted providers as outlined in policy using Department administrative review tools.
• Reviews may include an on-site visit, desk review or checklist as determined by the prioritization and planning tool.
• Communicate deficiencies to program area.
• Provide technical assistance to provider to remedy deficiencies.
• Oversee closure of services with the provider and complete a contract file closeout.
• Validate that all deliverables have been provided and reconcile expenditures and ensure all final payments have been processed.
• Coordinate with program area and other department offices such as General Services, Office of Health Services (OHS), Information Technology, and the Data Integrity Officers (DIO) to ensure all equipment and property is accounted for, all medical and mental health issues are handled, youth records are returned to the Department, all provider system access has been disabled, and all records and computer equipment has been accounted for and properly cleansed.
• Communicate with provider and program area on status of closure.
• Perform other related duties as assigned.

Benefits

• The Department of Juvenile Justice salutes our heroes. We are honored to have the opportunity to support our nation's veterans and their families. We value the service given to our country and support the hiring of service members and military spouses.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level