OPERATIONS & MGMT CONSULTANT MGR- SES - 37011277

State of Florida

1d

About The Position

This position is located within the Division of Waste Management at the Florida Department of Environmental Protection and serves a critical role in ensuring the effective financial management, compliance, and operational support of Division programs. The Grants and Procurement Manager oversees the administration of state and federal grants, procurement activities, and budget coordination functions, ensuring alignment with agency priorities and regulatory requirements. This role is essential to maintaining fiscal integrity, supporting program delivery, and ensuring compliance with state and federal laws, including audit and financial reporting standards.

The position operates in a supervisory capacity and is responsible for leading staff and coordinating cross-functional activities related to budgeting, grant management, procurement, and financial oversight. The incumbent ensures adherence to all applicable statutes, administrative codes, policies, and directives of the State of Florida and the Department.

This position has supervisory duties and responsibilities and must adhere to and comply with all administrative codes, statutes, policies and directives of the State of Florida and the Department of Environmental Protection. Communicates, motivates, trains, and evaluates employees. Responsible for the time and attendance of subordinates.
Assists the Program Administrator with preparation and development of the Legislative Budget Request for the Division, providing assistance and guidance in the preparation of forms and documents necessary for submittal to the Department’s Budget Office. Assists in the coordination, management and preparation of the annual operating budget for the Division. Establishes procedures and timetables for the completion of tasks in order to meet budget deadlines. Evaluates budget requests and makes recommendations for allotments. Assists in monitoring day-to-day financial operations of Division programs. Reconciles monthly appropriation ledger with the Florida Accounting Information Resources (FLAIR) allotments. Responsible for the coordination of the Report Distribution System with Finance and Accounting and the respective Programs of the Division, providing assistance and guidance in the scheduling of the needed reports. Monitors the reconciliation of the operating budget with the FLAIR monthly detail report.
Manages the Division’s compliance with Florida Single Audit Act by working with Program Administrators to ensure Catalog of State Financial Assistance Catalog is annually updated. Prepares management decision letters to grantees in response to Inspector General findings during review of Florida Single Audits.
As Division grant coordinator, review the federal grant budgets and expenditures. Provides oversight and guidance to grant managers in the Division. Responsible for the development and maintenance of the schedule of contracts issued by the Division, reviewing for accuracy and ensuring that budget is available. Responsible for updates to module book, ensuring that current year modules and associated grants are recorded and linked to our inter-office costs/chargebacks. Reviews all contracts and contract review forms and grant documents received for completeness. Ensures that all contacts have minimum performance metrics.
Supervises the process for Federal Grant Application Review to request Governor’s approval of applications for federal financial assistance. Ensures forms are complete and accurate and submitted in timely manner. Assists Program Administrator in development of federal Performance Partnership Agreement and budget information for use in Performance Partnership Grant. Ensures all Division Grant Agreements are encumbered with DEP’s Bureau of Finance and Accounting.
Reviews submitted reimbursement requests to determine if reported expenditures are allowable under grant rules and conditions. Verifies totals and remaining grant balances after allowable expenditures are reimbursed. Prepares reviewed reimbursement requests for processing by Finance and Accounting. Maintains a record of all grant payments. Prepares monthly financial reports of all grant balances. Reconciles grant records monthly with FLAIR reports. Notifies Finance and Accounting of any discrepancies or adjustments that are needed.
Serves as the Division's primary Procurement Liaison with the Department’s Central Purchasing Office. Provides guidance, technical assistance, and support to procurement managers across all Division programs on policies, processes, and best practices. Ensures all Division procurement activities maintain full compliance with Florida Statutes and Department policies. Oversees the development and maintenance of the Division’s contract and grant schedules, ensuring accuracy, timeliness, and alignment with available budget authority.
Approves purchase orders in MyFloridaMarkerPlace in the budget reviewer role; assists with monthly reconciliation of accounts; works closely with Bureau of Finance & Accounting disbursement staff in resolving discrepancies relating to expenditures, encumbrance and remaining balances; and provides training on processing invoices.
Oversees Departmental Contact for Cities and Counties concerning Full Cost Accounting Requirements. Rule # 62-708.
Performs other related work as required

Requirements

• Knowledge of the methods of data collection and analysis.
• Knowledge of SAMAS and Microsoft applications.
• Knowledge of basic management principles and practices.
• Knowledge of State of Florida Grants Management principles and practices.
• Knowledge of Solid Waste Grants Program Rule (62-716).
• Knowledge of basic bookkeeping principles.
• Skill in using Word principles.
• Skill in using Excel spreadsheets.
• Ability to communicate effectively verbally and in writing.
• Ability to organize data into logical format for presentation in reports, documents and other materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to management analysis activities.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others
• At least four years of verifiable related experience. Post-secondary degrees from an accredited college or university may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Valid Driver’s License
• Some travel required

Nice To Haves

• Certification as a Florida Certified Contract Manager (FCCM).
• Experience with the State of Florida Grants Management processes.
• Experience reviewing invoices, budgets, rate structures, or financial documentation
• Two years of professional related experience.

Responsibilities

• Communicates, motivates, trains, and evaluates employees.
• Responsible for the time and attendance of subordinates.
• Assists the Program Administrator with preparation and development of the Legislative Budget Request for the Division, providing assistance and guidance in the preparation of forms and documents necessary for submittal to the Department’s Budget Office.
• Assists in the coordination, management and preparation of the annual operating budget for the Division.
• Establishes procedures and timetables for the completion of tasks in order to meet budget deadlines.
• Evaluates budget requests and makes recommendations for allotments.
• Assists in monitoring day-to-day financial operations of Division programs.
• Reconciles monthly appropriation ledger with the Florida Accounting Information Resources (FLAIR) allotments.
• Responsible for the coordination of the Report Distribution System with Finance and Accounting and the respective Programs of the Division, providing assistance and guidance in the scheduling of the needed reports.
• Monitors the reconciliation of the operating budget with the FLAIR monthly detail report.
• Manages the Division’s compliance with Florida Single Audit Act by working with Program Administrators to ensure Catalog of State Financial Assistance Catalog is annually updated.
• Prepares management decision letters to grantees in response to Inspector General findings during review of Florida Single Audits.
• As Division grant coordinator, review the federal grant budgets and expenditures.
• Provides oversight and guidance to grant managers in the Division.
• Responsible for the development and maintenance of the schedule of contracts issued by the Division, reviewing for accuracy and ensuring that budget is available.
• Responsible for updates to module book, ensuring that current year modules and associated grants are recorded and linked to our inter-office costs/chargebacks.
• Reviews all contracts and contract review forms and grant documents received for completeness.
• Ensures that all contacts have minimum performance metrics.
• Supervises the process for Federal Grant Application Review to request Governor’s approval of applications for federal financial assistance.
• Ensures forms are complete and accurate and submitted in timely manner.
• Assists Program Administrator in development of federal Performance Partnership Agreement and budget information for use in Performance Partnership Grant.
• Ensures all Division Grant Agreements are encumbered with DEP’s Bureau of Finance and Accounting.
• Reviews submitted reimbursement requests to determine if reported expenditures are allowable under grant rules and conditions.
• Verifies totals and remaining grant balances after allowable expenditures are reimbursed.
• Prepares reviewed reimbursement requests for processing by Finance and Accounting.
• Maintains a record of all grant payments.
• Prepares monthly financial reports of all grant balances.
• Reconciles grant records monthly with FLAIR reports.
• Notifies Finance and Accounting of any discrepancies or adjustments that are needed.
• Serves as the Division's primary Procurement Liaison with the Department’s Central Purchasing Office.
• Provides guidance, technical assistance, and support to procurement managers across all Division programs on policies, processes, and best practices.
• Ensures all Division procurement activities maintain full compliance with Florida Statutes and Department policies.
• Oversees the development and maintenance of the Division’s contract and grant schedules, ensuring accuracy, timeliness, and alignment with available budget authority.
• Approves purchase orders in MyFloridaMarkerPlace in the budget reviewer role; assists with monthly reconciliation of accounts; works closely with Bureau of Finance & Accounting disbursement staff in resolving discrepancies relating to expenditures, encumbrance and remaining balances; and provides training on processing invoices.
• Oversees Departmental Contact for Cities and Counties concerning Full Cost Accounting Requirements. Rule # 62-708.
• Performs other related work as 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 (For more information, please click www.myfrs.com);
• Tuition waivers;
• Total Compensation Estimator Tool
• And more!

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed