GOVERNMENT OPERATIONS CONSULTANT III - 64007218

State of Florida

3d • Onsite

About The Position

This is a highly responsible professional position in the Directors Office for the Division of Disease Control and Health Protection. This position will be responsible for and provide support for complex purchasing and administrative work according to established procedures, division/department guidelines, internal controls, and regulatory requirements applicable to the work. The position will create and publish solicitations, ensure timely processing of requisitions and invoices via the state procurement system (Aribia on Demand), and assist programs as needed with procurement processes. This position works closely with the fiscal teams and bureau chiefs for the director’s office.
Acquire commodities and contractual services through Invitation to Bid (ITB), Request for Proposal (RFP), Invitation to Negotiate (ITN), Single Source, and Exempt methods of procurement. Seek approval from appropriate sources including Department of Health (DOH) representatives, Department of Management Services (DMS), contract vendor, or others as specified by policy, procedure, and practice. Process procurements, Department of Management Services State contract; discretionary, and exempt sources through use of Ariba On Demand (AOD). Coordinate with project managers, programmatic staff, legal office, consultant/contractor/vendor and other sources as appropriate to provide timely action to existing contracts/purchase orders and in documenting all procurement actions. Analyze procurement requests, review specifications/scopes, provide instruction to project managers, assure proper solicitation development and content, and coordinate critical events. Prepare and manage supplements, amendments, time extensions, change orders, and renewal of contracts/purchase orders and maintain files in a well-organized fashion. Conduct informal training sessions for project and program staff to improve understanding of the Department's procurement process. Assist project managers and program staff in the resolution of vendor performance and contract compliance issues. Acquire commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state's Aribia on Demand (AOD). Obtain competitive quotes/proposals as requested, either by telephone or in writing. Incumbent has a Purchasing Card which allows a single purchase exceeding the threshold amount of $20,000 provided for in S. 287.017 for Category One. Coordinate evaluation teams, review and evaluate quotes/bids/proposals/replies and issue Purchase Orders and written agreements. Oversee and coordinates the tracking and reporting of procurement actions needed to achieve scheduled and unscheduled commitments within required deadlines. Ensure that the review and approval of procurement related information, such as planned advertisements, formal advertisements. Participate in Statewide meetings, conferences and training courses, as required to perform job responsibilities. Monitors, contractors and service requisitions to ensure payments are processed correctly according to line item as entered in AOD system to minimize reversions. Review all purchase requisitions for cash balances to ensure proper management of fiscal resources is not exceeded. Confers with vendors and/or program staff to identify problems and improvements regarding hours changes to IT and service requisitions. Incumbent will also prepare, execute, and submit invoice payment for requisitions up to and over $1,000,000.00 as requested by division programs. Ensure prompt payments of invoices are processed timely per Florida Statute (FS) 215.44, DOHP 56-29-18 and Florida Administrative Code (F.A.C). Rule 691-24-002. Perform other duties as assigned.

Requirements

• Knowledge of the principles and practices of public purchasing.
• Knowledge of Florida procurement laws and rules.
• Strong analytical writing skills which are sufficient to draft clear solicitation language and evaluation materials.
• Ability to manage multiple procurement schedules simultaneously while maintaining document accuracy and statuary compliance.
• Ability to interpret procurement statues, administrative riles, and policy requirements and apply them accurately in solicitation development.
• Demonstrates exemplary organizational and prioritization skills.
• Displays a high level of initiative and is action oriented.
• Careful attention to detail and accuracy in work products; critical thinking and intellectual curiosity.
• Ability to work independently with self-initiative and limited direction; yet be collaborative and team minded.
• Ability to extract data of multiple formats, analyze, and document results.
• Ability to work with a variety of stakeholders in sometimes difficult situations while maintaining professionalism.
• In-depth knowledge and proficiency required using Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Ability to plan, organize and prioritize work assignments to meet deadlines.
• Demonstrate behaviors consistent with Department values, including integrity, accountability, communication, teamwork, and professionalism.
• Experience paying vendor contractor invoices through the AOD system.

Nice To Haves

• Experience applying Florida Statute (FS) 215.44, and Florida Administrative Code (F.A.C.) 691-24-002.

Responsibilities

• Create and publish solicitations.
• Ensure timely processing of requisitions and invoices via the state procurement system (Aribia on Demand).
• Assist programs as needed with procurement processes.
• Acquire commodities and contractual services through Invitation to Bid (ITB), Request for Proposal (RFP), Invitation to Negotiate (ITN), Single Source, and Exempt methods of procurement.
• Seek approval from appropriate sources including Department of Health (DOH) representatives, Department of Management Services (DMS), contract vendor, or others as specified by policy, procedure, and practice.
• Process procurements, Department of Management Services State contract; discretionary, and exempt sources through use of Ariba On Demand (AOD).
• Coordinate with project managers, programmatic staff, legal office, consultant/contractor/vendor and other sources as appropriate to provide timely action to existing contracts/purchase orders and in documenting all procurement actions.
• Analyze procurement requests, review specifications/scopes, provide instruction to project managers, assure proper solicitation development and content, and coordinate critical events.
• Prepare and manage supplements, amendments, time extensions, change orders, and renewal of contracts/purchase orders and maintain files in a well-organized fashion.
• Conduct informal training sessions for project and program staff to improve understanding of the Department's procurement process.
• Assist project managers and program staff in the resolution of vendor performance and contract compliance issues.
• Acquire commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state's Aribia on Demand (AOD).
• Obtain competitive quotes/proposals as requested, either by telephone or in writing.
• Coordinate evaluation teams, review and evaluate quotes/bids/proposals/replies and issue Purchase Orders and written agreements.
• Oversee and coordinates the tracking and reporting of procurement actions needed to achieve scheduled and unscheduled commitments within required deadlines.
• Ensure that the review and approval of procurement related information, such as planned advertisements, formal advertisements.
• Participate in Statewide meetings, conferences and training courses, as required to perform job responsibilities.
• Monitor contractors and service requisitions to ensure payments are processed correctly according to line item as entered in AOD system to minimize reversions.
• Review all purchase requisitions for cash balances to ensure proper management of fiscal resources is not exceeded.
• Confer with vendors and/or program staff to identify problems and improvements regarding hours changes to IT and service requisitions.
• Prepare, execute, and submit invoice payment for requisitions up to and over $1,000,000.00 as requested by division programs.
• Ensure prompt payments of invoices are processed timely per Florida Statute (FS) 215.44, DOHP 56-29-18 and Florida Administrative Code (F.A.C). Rule 691-24-002.
• Perform other duties as assigned.

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