GOVERNMENT OPERATIONS CONSULTANT I - 64026842

State of Florida • TALLAHASSEE, FL

1d • $40,321 - $45,000 • Onsite

About The Position

This position is in the Maternal and Child Health Program in the Maternal and Child Health Section of the Florida Department of Health. The position serves as the primary purchasing liaison for MCH program staff, vendors, and Section leadership. This position ensures that all affiliated responsibilities are carried out in an efficient and effective manner. This position reports to the Program Administrator-SES.

Serve as the primary purchasing agent for the Maternal and Child Health Section by initiating, preparing, and managing purchase requisitions in compliance with FDOH procurement guidelines and state purchasing laws. Responsibilities include ordering supplies, program materials, and equipment through Ariba on Demand (AOD) or Purchasing Card (P-Card), processing purchase orders, renewals, and contract-related documents via MyFloridaMarketPlace, and maintaining accurate purchasing records, vendor files, and documentation for audits and quality assurance. Track expenditures, maintain logs to assist with monthly reconciliations, and prepare reconciliation reports. Coordinate with program managers to gather specifications, scopes of work, and required documentation for goods and services. Maintain proficiency in essential software programs such as MS Office, E-Quotes, MyFloridaMarketPlace, AOD, and department systems including FLAIR, FIS, and RDS. Provide assistance and backup to MCH’s GOC II budget position. Maintains a yearly/ monthly calendar of deadlines assigned for programs (i.e. grant applications, project tasks, meetings and conferences, etc. Track purchasing timelines to ensure timely delivery of materials essential for MCH program operations (e.g., educational materials, supplies, outreach items, training resources).

Process invoices and reconcile purchasing transactions for accuracy and compliance. Assist with budget tracking related to MCH purchasing activities. Support procurement logistics for MCH trainings, conferences, and community events (e.g., venue agreements, materials, printing, supplies).

Communicate with vendors to clarify specifications, resolve issues, and ensure compliance with state requirements. Support the development and monitoring of vendor agreements, including small‑scale service contracts and training/event agreements. Ensure vendors meet W‑9 and registration requirements to prevent delays in payment processing.

Serve as Contract Monitoring Specialist for the MCH Section Contract Managers. This includes participating in quality improvement activities, providing ongoing monitoring, desk audits, site visits, and technical assistance for contract managers and providers to ensure contractual services have been rendered in accordance with contract terms. These procedures include, but not limited to, reviewing and documenting all deliverables for which payment is requested by vendors and providing written certification of the agency’s receipt of goods and services. Serves as a backup and provides support to team members in their absence to ensure all contract related activities continue and deadlines are adhered to.

Work closely with MCH leadership to anticipate purchasing needs. Provide technical assistance to program staff on procurement processes and documentation. Support emergency purchasing needs for maternal health initiatives (e.g., breastfeeding supplies, safe sleep materials, emergency outreach resources).

Assist MCH Section Budget Coordinator with monitoring the Maternal and Child Health (MCH) Section's budget, including management and reconciliation of expenditures, analyzing surplus/deficit expenditures to ensure appropriate utilization, preparing data and budgetary analyses and disseminating as analyses information as appropriate, maintaining a thorough and accurate spending plan, assisting in contract and grant development, including assuming the lead for completion of the budget for the Maternal and Child Health Block Grant (MCHBG) application and other MCH grant applications, maintenance of the MCHBG and other MCH grant cost sharing Information, and assuring compliance with requirements of federal grant funds or other trust fund monies. This also includes providing consultative services, technical and budgetary assistance, and contract and grant management services in the overall development of policies and programs that impact maternal and child health care issues and the delivery of services.

Serves as back-up staff assistant. Assists external and internal customers, receives visitors, answers multi-line telephones and assists and works cooperatively with other support staff within the Bureau and/or the Division with telephones and/or other routine office duties, as needed.

Performs other related duties and responsibilities as assigned or required.

Requirements

• Proficient in standard business formats and office procedures.
• Skilled in Microsoft Word, Excel, Outlook, Teams, MFMP, AOD, E-Quote, and Visio.
• Strong command of spelling, grammar, and punctuation.
• Ability to type accurately.
• Experienced in collecting, compiling, analyzing, and organizing data, files, and records into logical formats for reports and documents.
• Knowledgeable in effective communication principles and data collection methods.
• Able to prioritize and coordinate work assignments.
• Able to work independently.
• Able to meet deadlines under pressure while maintaining a positive public image.
• Demonstrated ability to establish and maintain effective working relationships.
• Demonstrated ability to provide courteous customer service.
• Demonstrated ability to handle multi-line telephone systems.
• Skilled in problem-solving.
• Skilled in workflow documentation.
• Skilled in developing recommendations to improve operational and management practices.
• 3 or more years of experience with Microsoft Word, Excel, and Outlook
• 1 or more years of working experience in customer service in an office setting
• 1 or more years of experience with budget work

Nice To Haves

• 1 or more years of working experience as an administrative assistant

Responsibilities

• Serve as the primary purchasing agent for the Maternal and Child Health Section by initiating, preparing, and managing purchase requisitions in compliance with FDOH procurement guidelines and state purchasing laws.
• Order supplies, program materials, and equipment through Ariba on Demand (AOD) or Purchasing Card (P-Card).
• Process purchase orders, renewals, and contract-related documents via MyFloridaMarketPlace.
• Maintain accurate purchasing records, vendor files, and documentation for audits and quality assurance.
• Track expenditures, maintain logs to assist with monthly reconciliations, and prepare reconciliation reports.
• Coordinate with program managers to gather specifications, scopes of work, and required documentation for goods and services.
• Maintain proficiency in essential software programs such as MS Office, E-Quotes, MyFloridaMarketPlace, AOD, and department systems including FLAIR, FIS, and RDS.
• Provide assistance and backup to MCH’s GOC II budget position.
• Maintain a yearly/ monthly calendar of deadlines assigned for programs (i.e. grant applications, project tasks, meetings and conferences, etc.
• Track purchasing timelines to ensure timely delivery of materials essential for MCH program operations (e.g., educational materials, supplies, outreach items, training resources).
• Process invoices and reconcile purchasing transactions for accuracy and compliance.
• Assist with budget tracking related to MCH purchasing activities.
• Support procurement logistics for MCH trainings, conferences, and community events (e.g., venue agreements, materials, printing, supplies).
• Communicate with vendors to clarify specifications, resolve issues, and ensure compliance with state requirements.
• Support the development and monitoring of vendor agreements, including small‑scale service contracts and training/event agreements.
• Ensure vendors meet W‑9 and registration requirements to prevent delays in payment processing.
• Serve as Contract Monitoring Specialist for the MCH Section Contract Managers.
• Participate in quality improvement activities, providing ongoing monitoring, desk audits, site visits, and technical assistance for contract managers and providers to ensure contractual services have been rendered in accordance with contract terms.
• Review and document all deliverables for which payment is requested by vendors and provide written certification of the agency’s receipt of goods and services.
• Serve as a backup and provide support to team members in their absence to ensure all contract related activities continue and deadlines are adhered to.
• Work closely with MCH leadership to anticipate purchasing needs.
• Provide technical assistance to program staff on procurement processes and documentation.
• Support emergency purchasing needs for maternal health initiatives (e.g., breastfeeding supplies, safe sleep materials, emergency outreach resources).
• Assist MCH Section Budget Coordinator with monitoring the Maternal and Child Health (MCH) Section's budget, including management and reconciliation of expenditures.
• Analyze surplus/deficit expenditures to ensure appropriate utilization.
• Prepare data and budgetary analyses and disseminate as analyses information as appropriate.
• Maintain a thorough and accurate spending plan.
• Assist in contract and grant development, including assuming the lead for completion of the budget for the Maternal and Child Health Block Grant (MCHBG) application and other MCH grant applications.
• Maintain the MCHBG and other MCH grant cost sharing Information.
• Assure compliance with requirements of federal grant funds or other trust fund monies.
• Provide consultative services, technical and budgetary assistance, and contract and grant management services in the overall development of policies and programs that impact maternal and child health care issues and the delivery of services.
• Serve as back-up staff assistant.
• Assist external and internal customers, receive visitors, answer multi-line telephones and assist and work cooperatively with other support staff within the Bureau and/or the Division with telephones and/or other routine office duties, as needed.
• Perform other related duties and responsibilities as assigned or required.

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: Mid Level
• Education Level: No Education Listed