GOVERNMENT OPERATIONS CONSULTANT III - 65000067

State of Florida • Tallahassee, FL

10d • $4,215 - $4,742 • Onsite

About The Position

The incumbent of this position must work independently and have responsibility for performing contract management activities related to Older American Act and General Revenue (Community Care for the Elderly, Home Care for the Elderly, and Local Service Programs) contracts, as assigned. This includes conducting routine and specialized contract monitoring, independent research and analysis of program policy, maintaining contract management files, staying updated on federal and state laws, and providing technical assistance to stakeholders. The role also involves providing expertise to various departmental units for contract development, financial analysis, and monitoring quality assurance. Additionally, the position requires reviewing expenditures, analyzing Area Plans, tracking Return-on-Investment data, analyzing contractor performance, conducting research on AAA operations, and assisting with training and immediate response plans. Compliance with specific Florida Statutes regarding contract deliverables and payments is also a key responsibility. The role requires continuing professional education in the contracting process and performing other assigned duties.

Requirements

• Two years of professional experience in contract management.
• An associate's degree from an accredited college or university can substitute for the required experience.
• Additional hours may need to be worked during periods.
• Knowledge of aging service delivery systems, management principles, and AAA and service provider operations.
• Knowledge related to performance infrastructure and quality management.
• Skills related to use of computer equipment and software to enter, retrieve, and manipulate data.
• Knowledge of federal and state laws, including policies, procedures and rules pertaining to the management, administration, and monitoring of contracts.
• Knowledge of federal and state laws, including policies, procedures and rules pertaining to the procurement and purchasing of contracted services.
• Ability to evaluate performance improvement/assurance projects through data research, analysis, and tracking.
• Ability to develop and evaluate reports, make recommendations, and monitor outcomes.
• Ability to develop, coordinate and/or deliver presentations and training programs to staff, consumers, public and provider representatives.
• Ability to travel as necessary.
• Ability to understand, interpret and apply laws, rules, regulations, policies, and procedures.
• Ability to review, analyze, and evaluate financial data.
• Ability to independently conduct monitoring reviews.
• Ability to develop and review monitoring procedures and criteria.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Maintain continuing professional education and training in the contracting process as deemed appropriate by the Department.

Responsibilities

• Performance of contract management activities related to Older American Act and General Revenue (Community Care for the Elderly, Home Care for the Elderly, and Local Service Programs) contracts, as assigned.
• Conducting routine and specialized contract monitoring in the form of deliverable review and approval, invoice review and approval, sampling and review of supporting documentation, and performance evaluation.
• Conducting independent research and analysis of program policy, strategic planning documents (State Plan, Area Plan, LRPP, etc.), and contractor performance including developing associated documents, correspondence, reports, presentations, and policy guidance.
• Maintaining a current contract management file pursuant to CFO Memo No. 06 (2011-2012) and in accordance with the standards set forth by the Department of Financial Services and the Department.
• Maintaining up-to-date knowledge of federal and state laws and rules pertaining to the program and contract management.
• Providing technical assistance to internal/external stakeholders and contractors regarding program administration and contractual compliance through phone calls, email, reports, and Corrective Action Plans.
• Providing technical assistance and subject matter expertise to the Department’s Contract Administration Unit as appropriate for development of contracts/agreements for programs within designated areas of responsibility, including review and comment on agency standard contracts; reviewing contract documentation submitted by the Area Agencies on Aging (AAAs) prior to submitting to Contract Administration for routing and contract execution; reviewing requests and justification for contract amendments and submitting documentation to Contract Administration for routing and execution; and working with the Department’s fiscal team to review and approve Older Americans Act Transfer of Title requests.
• Providing technical assistance and subject matter expertise to the Department’s Financial & Support Services Unit by reviewing proposed contracts and contract amendments for accuracy of departmental budget allocations and appropriations; and analysis of confidential information related to budget development and budget allocations for the Department and contract providers, and consumer records.
• Reviewing monthly Surplus/Deficit Reports submitted by the AAAs, providing technical assistance to ensure full and efficient use of funds without overspending, identifying the need to transfer funds between AAAs, and verifying the need to transfer funds between Community Care for the Elderly (CCE) and Home Care for the Elderly (HCE) during the fourth quarter of the State Fiscal Year.
• Providing technical assistance and subject matter expertise to the Department’s Monitoring and Quality Assurance Unit through participation in monitoring workgroups to address specific issues related to the Department’s internal operations or administration of programs and services, development of interpretive guidelines, monitoring of Department contracts as assigned; travel with the Monitoring and Technical Assistance Unit to provide targeted support while on-site for monitoring; and managing Corrective Action Plans that are issued after post-monitoring by facilitating communication with the Area Agencies on Aging to ensure timely and appropriate actions to resolve findings, reviewing and responding to all action steps and supporting documentation, coordinating review and responses with internal partners, and approving the close out of the Corrective Action Plan upon satisfactory completion of all action steps.
• Reviewing all monthly expenditures for assigned contracts by tracking monthly invoices and verifying accuracy via the DFS Vendor Payment System; track service provider rates monthly to ensure contract compliance, conduct routine internal Department of Elder Affairs audits on selected invoices by reviewing all backup documentation for administrative expenses and services rendered; responsible for organization and review of all backup documentation required by the Department of Financial Services through their Expanded Audit of Payment request.
• Reviewing annually and as needed thorough the Older Americans Act required Area Plans, including reviewing and providing feedback on the Program Module and Contract Module, facilitating review to ensure timely review of documentation needed for contract execution; compiling Department feedback and providing along with approval of the Area Plan and annual updates; and updating strategic plan documentation as needed throughout the year.
• Reviewing and providing follow up on the Return-on-Investment data requested by the Governor’s Office on a quarterly basis for the Local Service Programs.
• Conducting ongoing analysis of contractor performance through the routine review of contractor reports, deliverables, enterprise Client Information and Registration Tracking System (eCIRTS) data, and other information sources.
• Conducting research related to AAA internal operations, program management, and service delivery systems for DOEA administrators and directors.
• Providing technical assistance and subject matter expertise to the Department’s Long-Term Care Unit related to the coordination of client program enrollment and service provision.
• Review unit cost methodologies to ensure that service provider rates are reasonable and allowable.
• Assisting with development and implementation of immediate response or action plans necessary to address or resolve problems in an effective, efficient, and timely manner.
• Assisting with identifying and developing training materials or provide training to area agencies, service providers or others as appropriate.
• Ensuring compliance with Section 287.058(1)(e), F.S., which requires that any contract that exceeds $35,000 must be divided into quantifiable, measurable, and verifiable units of deliverables that must be received and accepted in writing by the contract manager before payment.
• Ensuring compliance with Section 215.422, F.S. regarding payments, warrants, and invoices; processing time limits; dispute resolution; agency or judicial branch compliance.
• Maintaining continuing professional education and training in the contracting process as deemed appropriate by the Department, including an annual review of the Florida Certified Contract Manager guide and any updates.
• Perform other duties as assigned.

Benefits

• State Group Health Insurance Coverage
• $25,000 Life Insurance Policy (100% paid by employer)
• Dental, vision, and other supplemental insurance options available
• Annual and Sick Leave benefits
• 10 paid holidays each year
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

What This Job Offers

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