GOVERNMENT OPERATIONS CONSULTANT I - 64084895

State of Florida

20d • Onsite

About The Position

The incumbent, an employee of the Florida Department of Health (DOH) in Putnam County, works to protect, promote, and improve the health of all people in Florida through integrated State, County, and community efforts. The incumbent is expected to promote Innovation by searching for creative solutions and managing resources wisely. They are expected to collaborate through teamwork to achieve common goals and solve problems. The incumbent is expected to be accountable and perform with integrity and respect. The incumbent is expected to be responsive by serving our internal and external customers and engaging our partners. Finally, the incumbent is expected to perform with excellence by promoting quality outcomes through learning and continuous performance. Under the direct supervision of CHD Business Manager, this position entails independent analytical and programmatic budget duties. The incumbent will serve as the contract and grants manager for DOH-Putnam. Incumbent will monitor program and operational activities, assure compliance with statewide and local operational goals; write, review, and prepare monthly/quarterly/annual reports and invoices for grants, contracts and provides general grant guidance to Program Managers or their designees. They must have a thorough knowledge in the methods of collecting, evaluating, and analyzing data, understand government procedures and accounting and be able to interpret and explain laws, rules, regulations, procedures/policies relative to governmental operations. This position entails a great deal of independent work, providing consultation and assistance to management and program managers in the operation of service programs and responsibilities. They consult with program managers regarding their on-site analysis of operational problems of service programs and make recommendations for corrective actions for optimum resolutions. This is a highly responsible and professional government operations consultant position involving the development, review, monitoring and maintenance of the Florida Department of Health in Putnam County grants and contracts. They shall make recommendations to the management team, program managers and assist in the establishment of contracts, grants, and memorandums of understanding (MOU)/agreements (MOA). Negotiate or renegotiate the administration of contracts with suppliers, vendors, and other representatives as needed. Conducts routine reviews, monitoring reports of grant and contract activities to assure grant compliance and scopes of services are being met. Performs firsthand site analysis of operational grant, contracting and purchasing activities. Provides daily/weekly/monthly consultation and assistance to the Putnam County Fiscal Management and Program Managers in the maintenance of service programs and responsibilities. Arbitrates claims and resolves complaints generated during performance of grant, contract, or purchase orders. The incumbent shall collect, evaluate, and analyze data in the preparation of monthly/quarterly/annually and billing invoices as required or specified in the grant or contract. Maintains a comprehensive contract tracking system and ensures contract files are complete at all times and ready for audit.

Requirements

• Ability to effectively convey information orally and in writing as indicated by the needs of the audience
• Ability to listen to others and ask appropriate questions
• Ability to analyze data to identify essential information
• Ability to plan and organize work activities by priority
• Ability/Knowledge to use various software applications including but not limited to MS Word, Excel, internet explorer, Outlook
• Knowledge of administrative and clerical procedures and systems
• Ability to use office equipment including but not limited to Computer, Copier, Multi-Line telephone/Switchboard
• Knowledge/Ability of creating/maintaining spreadsheets
• Knowledge/Ability of various filing systems such as numerical alphabetical, terminal digit
• Ability to communicate with general public on a daily basis
• Ability to lift up to 35 lbs.
• Ability to step up and down from a step stool
• High School graduate
• Valid Driver License
• Proficient in Microsoft Office
• Experience with budgetary processes and management with multiple revenue streams, state and federal categorical funding, and compliance with contracts/grants terms and conditions
• Thorough knowledge in the methods of collecting, evaluating, and analyzing data
• Understand government procedures and accounting
• Able to interpret and explain laws, rules, regulations, procedures/policies relative to governmental operations
• Working knowledge of State of Florida FLAIR accounting system, Grant access program i.e. VIPP etc. MY Florida Marketplace (MFMP), People First, TRAIN FL, Financial & Information Reporting System (FIRS), Health Management System, FACTS, and E-Vitals systems
• Possess excellent communication and writing skills
• Maintain effective Inter-personal relationship skills
• Must use GAAP and GASB principles of accounting as appropriate
• Ability to learn and communicate effectively, orally and in writing, in English

Nice To Haves

• Department of Health Experience
• Accounting or Business related degree from an accredited college or university
• Direct experience performing accounts payable, invoice reconciliation, journal transfers, accounts receivable, and general ledger entries
• Direct experience managing contracts $100,000 or greater

Responsibilities

• Promote Innovation by searching for creative solutions and managing resources wisely
• Collaborate through teamwork to achieve common goals and solve problems
• Be accountable and perform with integrity and respect
• Be responsive by serving internal and external customers and engaging partners
• Perform with excellence by promoting quality outcomes through learning and continuous performance
• Serve as the contract and grants manager for DOH-Putnam
• Monitor program and operational activities, assure compliance with statewide and local operational goals
• Write, review, and prepare monthly/quarterly/annual reports and invoices for grants, contracts
• Provide general grant guidance to Program Managers or their designees
• Provide consultation and assistance to management and program managers in the operation of service programs and responsibilities
• Consult with program managers regarding their on-site analysis of operational problems of service programs and make recommendations for corrective actions for optimum resolutions
• Develop, review, monitor and maintain Florida Department of Health in Putnam County grants and contracts
• Make recommendations to the management team, program managers and assist in the establishment of contracts, grants, and memorandums of understanding (MOU)/agreements (MOA)
• Negotiate or renegotiate the administration of contracts with suppliers, vendors, and other representatives as needed
• Conduct routine reviews, monitoring reports of grant and contract activities to assure grant compliance and scopes of services are being met
• Perform firsthand site analysis of operational grant, contracting and purchasing activities
• Provide daily/weekly/monthly consultation and assistance to the Putnam County Fiscal Management and Program Managers in the maintenance of service programs and responsibilities
• Arbitrate claims and resolve complaints generated during performance of grant, contract, or purchase orders
• Collect, evaluate, and analyze data in the preparation of monthly/quarterly/annually and billing invoices as required or specified in the grant or contract
• Maintain a comprehensive contract tracking system and ensures contract files are complete at all times and ready for audit
• Prepare Journal Transfers to other state agencies for payment request
• Provide additional documentation as requested for payments and vouchers
• Submit letters for returned checks, maintains, and tracks correspondence via returned checks spreadsheet
• Maintain accounts payable voucher files, purchasing card voucher files, and ensures all necessary documentation is available to support auditing and compliance activities
• Process invoices through various accounting systems
• Serve as back up to Purchasing Agent for Putnam CHD
• Review and approve Purchasing Card charges and requests for travel authorization and travel reimbursement
• Serve as travel champion for DOH-Putnam and provides training and expertise to staff
• Assure compliance with Prompt Payment guidelines 215.422, F.S. on all invoices, purchasing card charges and travel reimbursements for DOH-Putnam
• Assist the business manager with creation and tracking of the overall agency budget, Schedule C memorandums, federal reimbursements and categorical funds
• Assigned responsibility for L4 41 and other administrative L4s as required with direct responsibility of budget allocation, planned revenues, encumbrance tracking, and monthly budget reports detailing compliance with agency expectations for budget alignment
• Serve as backup in the accounts receivable office
• Serve as backup change fund custodian
• Assigned purchasing card responsibilities
• Serve as chief deputy registrar in the vital statistics office
• Issue birth, death, fetal death and other vital records in accordance with state statute and DOH-Policy
• Perform other duties as assigned
• May be required to use vehicles owned, leased, or operated by the state or county to conduct official state business
• Serve as contract manager as required by Section 287.057(15), Florida Statutes
• Monitor compliance (when applicable) of the mandatory requirements in Sections 215.422 and 112.061, Florida Statutes, and Chapter 69I-24.001, Florida Administrative Code

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED