OPERATIONS ANALYST II (EOG) - 60048019

State of Florida • Jacksonville Beach, FL

1d

About The Position

This is a highly responsible BQRTP Contract Manager Specialist position within the Office of Child and Family Well-Being, Business Operations, Contract Management Services Unit. This position is responsible for the direct management and oversight of the administrative, fiscal, and programmatic terms and conditions of assigned contracts. Duties include ensuring provider compliance with applicable federal law, state statutes, and Department operating procedures and guidelines; conducting invoice and supporting documentation reviews; coordinating and providing technical assistance to contracted providers; conducting budget and financial reviews; and managing contract documentation and records.
The position utilizes Microsoft Word, Microsoft Excel, Microsoft Office 365, Microsoft Outlook, Microsoft Teams, the Florida Safe Families Network (FSFN), and other state and federal data systems to support contract oversight, billing verification, and compliance monitoring. This position may also perform a variety of contracting activities, including assessing service needs, supporting procurement and negotiation activities, drafting and reviewing contract and amendment language, managing contract performance, conducting evaluations, and supporting contract closeout activities.
The incumbent performs all duties and responsibilities in alignment with the Department’s Core Values by operating with integrity, maintaining adherence to ethical standards, taking responsibility for providing high-quality services to vulnerable populations, and demonstrating transparency, accountability, and solution-focused problem solving to achieve quality outcomes for those served.

Requirements

• Bachelor’s Degree from accredited Collage or University
• 4 or more years of professional contract/grant management experience
• Florida Certified Contract Manager
• Knowledge of the methods of data collection and analysis
• Knowledge of basic management principles and practices
• Excellent written and verbal communication skills
• Skilled in interpreting and applying statutes, rules, regulations, policies, and procedures
• Intermediate computer skills in MS Excel and MS Word
• Ability to collect, evaluate and analyze data to develop alternative recommendations; solve problems, document workflow and other activities relating to the improvement of operational and management practices
• Ability to organize data into logical format for presentation in reports, documents and other written materials
• Ability to conduct fact finding research
• Ability to utilize problem-solving techniques
• Ability to use logic and analysis to identify the strengths and weaknesses of different approaches
• Ability to work independently
• Ability to plan, organize and coordinate work assignments
• Ability to communicate effectively
• Ability to use independent judgment and creativity to resolve contract or programmatic issues
• Ability to develop specifications and scopes of work for assigned contracts
• Ability to establish and maintain effective working relationships with others
• knowledge of contract management practices related to complex service delivery systems, knowledge of invoice review, reconciliation, and correction processes, including validation of service utilization, eligibility, and billing documentation, knowledge of FSFN and related placement or utilization data sources.

Nice To Haves

• 5 years of experience managing contracts in excess of $5 million annually
• Project Management Professional

Responsibilities

• Preparation, processing and execution of contracts, contract amendments, purchase orders, ITN’s and RFP’s.
• Review, develop, and implementation of policies, procedures, standards, and rules necessary to ensure compliance with federal laws, state statutes, Florida Administrative Code, and Department operating procedures that relate to contractual services, including invoice processing and CCWIS placement alignment.
• Participates as a contract adviser to the program office and licensing in the development, maintenance, and revision of BQRTP contract templates and amendment language in coordination with leadership, including identifying, analyzing and recommendation of modifications to Lead Agency contract provisions related to BQRTP services.
• Acts as primary liaison to contract administration, program office(s), Lead Agencies, and providers regarding the terms and conditions of contract and amendments under their auspices.
• Provides contract management including payment and reconciliation of provider invoices, completion of monthly Invoice Payment Tracking Ledger and Invoice Tracking Log, and coordination of invoice correction follow-up activities.
• Monitors and tracks allocations, encumbrances, and expenditures, and reconciles with FLAIR/IDS, at least quarterly, to validate fiscal contract integrity.
• Responsible for special requests from the contract management unit supervisor; Contract Administratration, provider agencies, state Auditor General’s office and other parties.
• Responsible for day-to-day monitoring, evaluation, and tracking of performance outcomes in coordination with program staff to ensure compliance with performance measures and contract requirements.
• Develops special or ad hoc reports to assist Leadership and/or Contract Administration in decision-making related to contract performance, invoice trends, and operational risk.
• Identifies and documents provider performance concerns and makes recommendations for corrective action and tiered interventions/financial penalties.
• Provides technical assistance and consultation to program staff Lead Agencies, and providers regarding budget, financial rule interpretation, invoice correction expectations, and contract management.
• Notifies providers of specific contract concerns or department requests, including corrective action plans and/or tiered interventions/financial penalties; evaluates provider budgets, financial audits, and capacity reports and contract required agency submissions.
• Attends, as needed, provider meetings; provider board meetings; community alliance meetings, and functions to understand workflow, performance delivery, management processes and provide technical assistance.
• Meet with provider staff, enforce the deliverables schedule, analyzes contractual expenditures to manage any surplus/deficit, and reviews and processes any deliverables, especially reports that are to be used by external units.
• Shall maintain the official contract file throughout the duration of the contract and for a period of not less than 6 years after the termination of the contract.
• Shall review all invoices for compliance with the criteria and payment schedule provided for in the contract and shall approve payment of all invoices before their transmission to the Department of Financial Services for payment, including verification of census and placement data through CCWIS. The Contract Manager will communicate directly with the contracted provider, Lead Agencies, and internal partners to ensure accurate census validation and invoicing.
• Shall maintain a schedule of payments and total amounts disbursed and shall periodically reconcile the records with the state’s official accounting records, at least quarterly
• For contracts involving the provision of direct client services, the contract manager shall periodically visit the physical location where the services are delivered and speak directly to clients receiving the services and the staff responsible for delivering the services.  The contract manager shall meet at least once a month directly with the contractor’s representative and maintain records of such meetings.
• For contracts with an annualized contract value of $5 million or more, the contract manager shall participate in Continuing Oversight Team (CoT) meetings as required and detailed in section 287.057(26)(a)–(d), Florida Statutes, including participation in Lead Agency CoT meetings to identify, analyze, and address trends and challenges related to BQRTP invoicing, utilization, and documentation.
• Serves as a primary BQRTP contract point of contact within the OCFW Business Operations team and works collaboratively with,
• Ensures coordination, documentation, and consistent application of contract requirements across unit
• Shall coordinate, document, and route BQRTP contract modifications, which shall include recording any contract amendments. Including budget review and approval with the Office of Financial Accountability and Executive Office of the Governor approval for contracts exceeding statutory thresholds.
• Performs other required duties, as assigned.

Benefits

• No state income tax for residents of Florida.
• 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