DJJ OPERATIONS COORDINATOR - 80056919 1 1

State of Florida • Tallahassee, FL

4d • Onsite

About The Position

This position is for Department of Juvenile Justice (DJJ) Operations Coordinator and will be handling DJJ Bureau of General Services, contracts. Position will be conducting on-going contract management functions to oversee commodity and contracted services contracts. Position will report to the Leasing/Contracts Manager.

Requirements

• High School diploma is required.
• Knowledge of accounting principles, practices and procedure; of State Comptroller's rulers and regulation and the Florida Statutes.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to accounting programs
• Skill in planning, organizing and coordinating work assignments; to utilize problem solving techniques; to communicate effectively, both verbally and writing: to design and implement accounting systems; to work independently.

Nice To Haves

• FCCM Certified or obtain within a year.

Responsibilities

• Conduct on-going contract management functions to oversee commodity and contracted services contracts.
• Serve as a primary contact between the Department and the vendors/contractors.
• Review all contract monitoring reports to ensure service delivery according to contract terms and conditions.
• Communicate contract compliance issues to program areas in a timely manner.
• 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 stakeholders as needed.
• Work with program areas, as needed, to review contracts draft documents such as scopes of services or contract itself.
• Process contracts invoices according to F.S. 215.422 prompt pay law.
• Work with vendors/ contractors to ensure required documentation is submitted with invoices.
• Maintain contract expenditure and budget ledger.
• Conduct reconciliation of contract file expenditures/encumbrances to Florida Accounting Information Resource (FLAIR) which will be replaced by Florida Planning, Accounting, and Ledger Management System (PALM).
• Ensures all contracts are entered into the Florida Accountability Contract Tracking System (FACTS).
• Manage contract compliance deficiencies.
• Coordinate and communicate with the program areas 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 areas.
• Ensure documentation of all deficiency related items is maintained appropriately.
• Develops and maintains a lease contract file for each lease for which this employee is designated to act as the leasing contract manager.
• Ensure all lease files have the necessary information, such as as lease number, legal description, Lessor contact name, telephone numbers, who to contact for maintenance & repairs, program contact name and numbers, base lease term and renewals along with all email history.
• Each lease/contract file must have the original executed lease/contract document along with ownership and filed correctly as established in the leasing office.
• Acts as the primary contact between the Department and the owner/lesser.
• Receives, reviews the owner/lessor’s invoice against the lease contract to ensure the invoice is correct.
• Process each lease invoice as established in the leasing procedures and according to F.S. 215.422 prompt pay law on a continuing basis monthly until the lease contract expires.
• This position is solely responsible for entering all Regions DJJ’s new lease contracts, extensions, fiscal year cost data in the Florida Accountability Contracting System (FACTS) for each DJJ lease contract accurately and promptly to ensure transparency.
• 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
• Education Level: High school or GED