RECORDS ANALYST - 55012702

State of Florida•Tampa, FL

6d•$39,861 - $51,585•Onsite

About The Position

This position will assist with preparing and maintaining professional services documents and records. Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. FDOT encourages our team members to grow through engagement, empowerment, training, and professional development. Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses.

Requirements

Public Records Law
Organizing files and records
Advanced functions of word processing, spreadsheet, internet, database and personal computer applications
Planning, organizing, and coordinating activities and assignments
Communicate effectively and appropriately both verbally and in writing
Apply procedures, rules, guidelines and regulations related to procurement
Exercise independent judgement, complete assignments and meet deadlines with minimal supervision
Work effectively as a team member
Two years of professional business experience. Post-secondary education can substitute for the required work experience on a year-for-year basis.

Responsibilities

Utilizes the Department’s electronic signature software for contract execution ensuring the proper execution of contract documents and agreements in accordance with Florida Statutes, Federal requirements, Administrative Rules, and Department policies and procedures.
Executes supplemental amendments, amendments, time extensions, and completion agreements.
Obtains and verifies documentation necessary to secure contract document execution.
Enters required contract data into the Procurement Development Application (PDA) and other procurement-related systems.
Reviews PDA data and updates PDA as needed.
Reconciles the contract documentation included in the contract file with PDA database.
Prepares and posts advertisements and ensures compliance with applicable procedures.
Inputs shortlist and/or final ranking.
Prepares the Professional Services Advertisement Request Form.
Coordinates with Project Managers to determine appropriate work types to be advertised based on the Scope of Services documents and verifies the Technical Review Committee (TRC) training requirements are met.
Schedules Procurement related meetings in the D7ProfServ calendar.
Schedules public and non-public meetings as required.
Keeps Technical Review Committee (TRC) apprised of schedule changes as the acquisition progresses.
Assists in preparing Professional Services Packages for each advertisement to be used during Shortlist and Final Selection meetings.
Enters and maintains required information in the FDOT-Florida Accountability Contract Tracking System (FACTS).
Enters all required data into the Consultant Invoice Transmittal System (CITS) in an accurate and timely manner.
Runs reports in CITS to assist the Contract Analysts with contract closures.
Assists with preparing Certificate of Completions for contract closures.
Assists the Public Records Requests coordinator in Procurement.
Conducts in-depth research for public record requests that pertain to Professional Services and responds appropriately and timely.
Coordinates review of contract files as needed.
Coordinates receiving Certificates of Insurance for new and existing active contracts, ensuring all insurance certificates are current and up to date.