OPS Contract Manager - 31902300

State of Florida • TALLAHASSEE, FL

55d • Onsite

About The Position

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida”, along with our vision of “Leading the Profession in building prepared and resilient communities”.

This position serves as the Contract Manager for the Bureau of Mitigation, responsible for coordinating and managing all contractual service contracts for the bureau. Responsibilities of this position include:

Serve as the primary coordination point for the bureau’s contractual service vendors.
Monitor contractor activities and ensure contractual requirements are followed in accordance with contract language, established guidelines, FDEM policy, and relevant statutes and administrative codes.
Develop and implement processes related to contract formation, contract performance, and contractor payment.
Maintain work documents (i.e., scopes of work; vendor reports; invoices, etc.) related to contractual work.
Review and analyze vendor proposals, contracts, agreements, leases, timesheets, spreadsheets, and other documentation related to contractual work.
Review and approve invoice submissions in the Division’s invoice management system (DEMES), including validation, documentation review, financial coding, payment package creation, and payment monitoring.
Coordinate with the Office of Procurement & Contracts to develop and issue Bureau of Mitigation procurements.
Coordinate with the Bureau of Financial Management and others as needed to monitor contractual service invoice payments and ensure financial accuracy, including encumbrance and payment reconciliation.
Ensure all contracts and task orders are entered into the Florida Accountability Contract Tracking System (FACTS) within 30 calendar days of execution, per Florida Statute 215.985.
Coordinate functional areas of contract management with appropriate stakeholders including, but not limited to contract conceptualization, contract solicitation, scope of work composition, contract negotiations, contract price analysis, contract evaluation and award, contract administration, contract termination, and contract closeout.
Coordinate with bureau leadership, Fiscal Operations Manager, and Budget Analyst to ensure the proper management of the bureau’s operation budget in agreement with established timelines and goals.
Perform duties as assigned by Fiscal Operations Manager and bureau leadership.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than eight hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Requirements

• Knowledge in federal and State of Florida acquisition laws, rules, regulations, policies, and procedures pertaining to the acquisition of commodities and services and contract administration of complex systems.
• Skilled at collaborating with others to monitor and manage contracts, scrutinize contractor performance, and measure quality and compliance within contract terms and conditions.
• Ability to advise program officials of regulatory requirements related to funding requirements, types of contracts, contract performance, metrics, and other contracting and procurement activities.
• Ability to plan, develop, and administer comprehensive internal processes related to financial management, contract administration, and budgeting.
• Ability to communicate effectively with others verbally and in writing.
• Ability to multi-task, prioritize, and perform effectively under stressful conditions, sometimes for extended periods of time.
• Ability to work both independently and as a member of a team.
• Ability to successfully complete and maintain the Florida Certified Contract Manager (“FCCM”) in compliance with Section 287.057 and 215.971 (2)(a)1. F.S.
• Knowledge of the fundamentals of grants management and compliance with Section 215.97 and 215.971, Florida Statutes.
• A minimum of four years’ experience in Financial Management, Contract Management, and/or Operations (i.e., scope of work development, vendor management accounting, budgeting, reporting, etc.).
• Experience using Microsoft Office Suite (Excel, Word, Outlook), and the ability to learn and navigate FDEM enterprise business systems.

Nice To Haves

• A post-secondary education in a related field may substitute for experience on a year for year basis.
• Florida Certified Contract Manager (FCCM) certification or ability and willingness to obtain within the first 12 months of employment.

Responsibilities

• Serve as the primary coordination point for the bureau’s contractual service vendors.
• Monitor contractor activities and ensure contractual requirements are followed in accordance with contract language, established guidelines, FDEM policy, and relevant statutes and administrative codes.
• Develop and implement processes related to contract formation, contract performance, and contractor payment.
• Maintain work documents (i.e., scopes of work; vendor reports; invoices, etc.) related to contractual work.
• Review and analyze vendor proposals, contracts, agreements, leases, timesheets, spreadsheets, and other documentation related to contractual work.
• Review and approve invoice submissions in the Division’s invoice management system (DEMES), including validation, documentation review, financial coding, payment package creation, and payment monitoring.
• Coordinate with the Office of Procurement & Contracts to develop and issue Bureau of Mitigation procurements.
• Coordinate with the Bureau of Financial Management and others as needed to monitor contractual service invoice payments and ensure financial accuracy, including encumbrance and payment reconciliation.
• Ensure all contracts and task orders are entered into the Florida Accountability Contract Tracking System (FACTS) within 30 calendar days of execution, per Florida Statute 215.985.
• Coordinate functional areas of contract management with appropriate stakeholders including, but not limited to contract conceptualization, contract solicitation, scope of work composition, contract negotiations, contract price analysis, contract evaluation and award, contract administration, contract termination, and contract closeout.
• Coordinate with bureau leadership, Fiscal Operations Manager, and Budget Analyst to ensure the proper management of the bureau’s operation budget in agreement with established timelines and goals.
• Perform duties as assigned by Fiscal Operations Manager and bureau leadership.

Benefits

• The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
• FDEM is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce.
• FDEM appreciates the service and sacrifices made by veterans and their family members and recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.
• FDEM is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.
• The State of Florida supports a Drug-Free workplace.
• Successful completion of background screening will be required for this position.
• The State of Florida and FDEM participate in E-Verify.
• In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description.
• Employees must be able to deploy to emergency sites with limited advance notice.

What This Job Offers

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