OPERATIONS ANALYST I - 64053188

State of Florida

13d • Onsite

About The Position

This is a professional position in the Division Director's Office, Contracts Unit. This position is responsible for reviewing and routing of contracts, tracking contract documents, electronic file management for contract files, assisting in writing and developing procedures and training manuals and maintaining the contract tracking system.
Maintains the Master Procurement Document which contains extensive information about each contract as well as Contracts Unit performance, document tracking. Responsible for updating contract information as new contract actions occur, preparation and forwarding of contract documents to be routed for program review. Collaborates with contract analysts to ensure all routing folders contain complete documentation. Ensure supervisor is informed of any delays in contract preparation, review, or other pertinent matters.
Maintains the Division Contract Unit electronic contract folders where all executed documents and support documentation is stored. Ensures all files are organized in accordance with the established storage and naming protocols in a timely manner.
Review assigned contracts, renewals and amendments and their related supporting documents. Assure that corrections are made and follow the contract through the review process until it is executed.
Participates in planning for and writing procedures for different aspects of the contract approval storage and communication processes.
Ensures all final executed documents and support documentation with original signatures are forwarded to the Contract Manager for inclusion in the contract master file and distribution to the contract provider as necessary.
Collaborates with staff to create training materials and communicate technical, process, policy, and statute information to contract managers and other individuals who have contract oversight responsibilities.
Sends monthly email reminders to Contract Managers when contracts are scheduled for programmatic monitoring of their respective contracts. Emails will also contain a table that lists contract monitoring reports that previous reminder emails had identified but the reports have not been received in the Division Contracts Unit.
Ensures reports received, are routed to the proper program oversight staff, 1122's are updated with monitoring completion dates and a copy is submitted to Contract Administration.
Prepares contract reports as needed or requested.
Performs other duties as assigned

Requirements

• Ability to work independently and communicate effectively both verbally and in writing.
• Ability to perform operational activities related to writing and developing procedures and maintaining files electronically.
• Proficiency in using Microsoft Word, Excel and Outlook. Experience in using Florida Accountability Contract Tracking System (FACTS) and the departments DH1122 form for processing contract information and documentation.
• Ability to apply applicable rules, regulations, policies and procedures.

Responsibilities

• Responsible for reviewing and routing of contracts
• Tracking contract documents
• Electronic file management for contract files
• Assisting in writing and developing procedures and training manuals
• Maintaining the contract tracking system
• Maintaining the Master Procurement Document which contains extensive information about each contract as well as Contracts Unit performance, document tracking
• Updating contract information as new contract actions occur
• Preparation and forwarding of contract documents to be routed for program review
• Collaborating with contract analysts to ensure all routing folders contain complete documentation
• Maintaining the Division Contract Unit electronic contract folders where all executed documents and support documentation is stored
• Reviewing assigned contracts, renewals and amendments and their related supporting documents
• Participating in planning for and writing procedures for different aspects of the contract approval storage and communication processes
• Ensuring all final executed documents and support documentation with original signatures are forwarded to the Contract Manager for inclusion in the contract master file and distribution to the contract provider as necessary
• Collaborating with staff to create training materials and communicate technical, process, policy, and statute information to contract managers and other individuals who have contract oversight responsibilities
• Sending monthly email reminders to Contract Managers when contracts are scheduled for programmatic monitoring of their respective contracts
• Ensuring reports received, are routed to the proper program oversight staff, 1122's are updated with monitoring completion dates and a copy is submitted to Contract Administration
• Preparing contract reports as needed or requested
• Performing 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: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees