SENIOR MANAGEMENT ANALYST I - CS - 72001241

State of Florida • Tallahassee, FL

2d • Onsite

About The Position

This position manages assigned statewide service contracts for the Division of Real Estate Development and Management which entails: Reviewing, Approving, and Processing invoices for services received.Comparing invoices to contractual obligations and vendor reports for accuracy and allowed expenses. Tracking invoices, purchase orders, and expenditures.Processing purchase orders and invoices in Ariba on Demand (AOD).Monitoring, evaluating, and reporting contractor performance by regularly reviewing performance tracking spreadsheets.Maintaining regular communication with the Facilities Managers and contractors through telephone calls, emails, and meetings.Ensure statewide reporting spreadsheets on the Division’s “K” drive are completed within specified timeframes and all appropriate corrective actions are completed.Maintaining electronic contract files and hard files to ensure all documentation is kept up to date. This documentation can include contract, amendments, renewals, extensions, insurances, noted deficiencies, etc.Conducting periodic announced and unannounced inspections (site visits) at the facilities.Documenting noncompliance of contract deliverables.Ensuring corrective action plans are in place to address noncompliance issues.Following up with the Facilities Managers and contractors to ensure corrective actions have been taken to resolve noncompliance issues.Maintaining current certificates of insurance and performance bond renewals.Resolving issues with contractors as needed. Drafting preliminary amendment and associated routing documents for any changes to the contracts.Assisting with draft, review and approval process for new solicitations.Travel is required.   Incumbent shall coordinate and communicate with appropriate DMS REDM Operations and Maintenance management and staff by meeting periodically with the Bureau Chief, Deputy Bureau Chiefs, and Facilities Managers to discuss contractor performance, noncompliance issues, and corrective actions. Incumbent shall be responsible for maintaining assigned reports and dashboards associated with contractor performance. Perform other duties as required.

Requirements

• Ability to communicate with vendors and hold them accountable.
• Knowledge of statutes, rules, and best practices related to state contracts.
• Skilled in Microsoft Suite software including PowerPoint, Outlook, Word, and Excel.
• Ability to effectively manage state contracts and work with contractors to ensure contract compliance.
• Ability to research, analyze, and communicate specifications, conditions, and regulations pertaining to bids, contracts, and/or pricing.
• Skilled in communicating with others and providing excellent customer service to vendors, co-workers, and other agencies.
• Skilled in measuring, tracking, evaluating, analyzing, and reporting contractor performance.
• Ability to apply and implement rules, regulations, policies, and procedures relating to the purchasing and contracting process.
• Ability to maintain clear and consistent purchasing and contract records.
• Ability to commuicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Skilled in creating efficiencies.
• Ability to use logic and analysis to identify the strengths and weaknesses of different approaches.
• Ability to work independently and as a team member.
• Ability to evaluate information and data to make decisions and solve problems, choosing the best solution.
• Ability to take initiative to handle responsibilities without instructions from others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, and Teamwork.
• This position requires prolonged periods of time walking, standing, sedentary work and repetitive motion and ability to drive and/or fly for long distances.
• Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires
• Adheres to safety awareness policies in the workplace, views safety videos when presented and attends required safety meetings. Practices lessons learned on a daily basis to avoid accidents.
• Valid and applicable driver’s license is required.
• A bachelor's degree from a college or university and a minimum of one year of experience in professional procurement, contract management, or another related field.
• Experience in professional procurement or contract management can substitute on a year-for-year basis for the required college education.
• Valid driver’s license.
• Ability to travel on occasion.

Nice To Haves

• Florida Certified Contract Manager, Florida Certified Contract Negotiator, or Project Management Professional certification preferred.

Responsibilities

• Reviewing, Approving, and Processing invoices for services received.
• Comparing invoices to contractual obligations and vendor reports for accuracy and allowed expenses.
• Tracking invoices, purchase orders, and expenditures.
• Processing purchase orders and invoices in Ariba on Demand (AOD).
• Monitoring, evaluating, and reporting contractor performance by regularly reviewing performance tracking spreadsheets.
• Maintaining regular communication with the Facilities Managers and contractors through telephone calls, emails, and meetings.
• Ensure statewide reporting spreadsheets on the Division’s “K” drive are completed within specified timeframes and all appropriate corrective actions are completed.
• Maintaining electronic contract files and hard files to ensure all documentation is kept up to date. This documentation can include contract, amendments, renewals, extensions, insurances, noted deficiencies, etc.
• Conducting periodic announced and unannounced inspections (site visits) at the facilities.
• Documenting noncompliance of contract deliverables.
• Ensuring corrective action plans are in place to address noncompliance issues.
• Following up with the Facilities Managers and contractors to ensure corrective actions have been taken to resolve noncompliance issues.
• Maintaining current certificates of insurance and performance bond renewals.
• Resolving issues with contractors as needed.
• Drafting preliminary amendment and associated routing documents for any changes to the contracts.
• Assisting with draft, review and approval process for new solicitations.
• Coordinate and communicate with appropriate DMS REDM Operations and Maintenance management and staff by meeting periodically with the Bureau Chief, Deputy Bureau Chiefs, and Facilities Managers to discuss contractor performance, noncompliance issues, and corrective actions.
• Maintaining assigned reports and dashboards associated with contractor performance.
• Perform other duties as required.

Benefits

• State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions.
• State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.
• As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems.
• For a more complete list of benefits, please click https://www.mybenefits.myflorida.com/.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees