Job Information
MyFlorida Contract Specialist Supervisor - SES - 31001681 in TALLAHASSEE, Florida
Contract Specialist Supervisor - SES - 31001681
Date: Jun 26, 2024
Location:
TALLAHASSEE, FL, US, 32399
The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .
Requisition No: 832010
Agency: Division of Emergency Management
Working Title: Contract Specialist Supervisor - SES - 31001681
Pay Plan: SES
Position Number: 31001681
Salary: $73,000.00 annually
Posting Closing Date: 07/10/2024
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
Contract Specialist Supervisor - SES
Office of Procurement and Contract Management
State of Florida Division of Emergency Management
This position is located in Tallahassee, FL
The Florida Division of Emergency Management 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. The Division of Emergency Management (FDEM or Division) 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.
The Division 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, the Division manages the State Watch Office; the 24-hours 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”.
Position Overview and Responsibilities:
This is a professional position in the Office of Procurement and Contract Management and reports to the Purchasing Director. This position assists with supervision and coordination of all contracting activities for the Division of Emergency Management (Division). The incumbent will work purchasing a wide variety of specialized and/or unusual commodities and services including implementing technical or contractual policies and procedures. This position requires independent work administering state and federal purchasing policies and procedures for the Division. This position will coordinate with internal and external customers regarding all Division procurement and contracting activities.
Responsibilities of this position include, but are not limited to, the following:
Oversee and ensure that contract activity, documentation, and information are performed timely and accurately, and are recorded into the various internal and external business systems, i.e. MyFloridaMarketPlace, Ariba on Demand, Florida Accountability Tracking System (FACTS), and the Division of Emergency Management’s Enterprise System (DEMES). Create policies and procedures within the Contracting Office for internal and external users.
Supervise, plan, organize, coordinate, and assign work to direct reports. Motivate and evaluate employees on the performance of their duties and approve leave requests. Participate in applicant selection and the hiring process. Supervise employees by communicating regularly, motivating, training, evaluating, planning, and directing employee work.
Supervise the preparation of vendor contract agreements, task orders, and amendments, including renewals. Ensure that all necessary forms are completed and included in the contract file.
Maintain vendor relations and monitor vendor performance. Track vendor WMBE designations.
Serve as the Contract Administrator for the Division, overseeing and documenting relevant and required tasks.
Work closely with the Procurement Unit and all Bureaus/Offices within the Division to analyze procurement requests including specifications and scope of work requirements and provide instruction to ensure proper content development.
Perform quality assurance reviews of contracts as necessary for compliance with statute, rule, and procedure.
Perform budget tracking for the Office of Procurement and Contract Management.
Provide procedural and technical training regarding the acquisition of commodities and contractual services, in accordance with applicable rules, statutes, and Division policies and procedures.
Implement contract processes as necessary; coordinate and supervise the contracting and administration processes needed to meet contracting requirements; monitor and track contracting activities for the division and provide related reports as requested.
Promote professional development by conducting and participating in training sessions for internal and external customers to improve the Division’s contracting processes. Training may include instructor-led courses, web-based modules, conferences, seminars, and/or functional exercises.
Participate in statewide meetings, conferences, and trainings as required to perform job responsibilities.
Coordinate with project managers, the Office of General Counsel (OGC), the Bureau of Financial Management, and other partners on all aspects of contract management, including but not limited to contract conceptualization, solicitation preparation, scope of work collaboration and composition, negotiations, cost and price analysis, contract award, contract administration, contract termination, and contract closeout.
Cross-train with the Procurement Team and act as backup for other staff members within the Office of Procurement and Contract Management.
Perform duties as assigned during activations of the Emergency Operations Center (EOC), work non-traditional hours, and may be deployed to anywhere in Florida or the United States for up to two weeks at a time or longer, if warranted. Travel requirements in support of emergency operations may be extensive in nature and may also necessitate reasonable adaptability by the traveler.
Performs other duties as assigned.
Knowledge, Skills, and Abilities:
Knowledge of laws, rules, procedures, and practices governing the procurement of contractual services and commodities
Knowledge of the principles and practices of public purchasing, State of Florida purchasing laws, rules, regulations, and Florida purchasing processes.
Knowledge of the principles and practices of federal purchasing laws, rules, and regulations.
Knowledge of accepted contracting processes and procedures.
Knowledge of accepted contract nego ti a ti on principles.
Ability to supervise and train staff.
S kill ed in effectively managing and a ll oca ti ng staff resources to meet strict deadlines.
S kill ed in r e vi e wi ng documents for accuracy and completeness.
Skilled in public speaking.
Ability to communicate effectively, bo t h writt en and v e r ba l .
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 prepare reports, correspondence, guidelines, and Po w e r Po i n t presentations.
Skilled in Microsoft Word, E x ce l , and Po w e r Po i n t .
Knowledge of t he Florida Accountability Tracking S y s t em (FACTS).
Ability to assign w o rk and ensure completion of assignments.
Ability to work extended hours (including nights, weekends, and holidays) during emergency activation and be able and willing to be deployed up to 14 days in response to disasters, with limited advance notice.
Minimum Qualifications:
Bachelor's degree or equivalent experience in state and/or federal contract management and/or procurement.
Florida Certified Contract Manager (FCCM) certification.
A minimum of two years experience in a supervisory/manager role.
A minimum of three years of experience managing contracts.
Preferred Qualifications:
Florida Certified Contract Negotiator (FCCN) designation.
Project Management Professional (PMP) certificate.
Special Notes:
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
The Division of Emergency Management is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. The Division appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.
The Division of Emergency Management is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.
Successful completion of background screening will be required for this position.
The State of Florida and the Division of Emergency Management participate in E- Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
In response to emergency events, Division of Emergency Management employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including 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.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
Nearest Major Market:Tallahassee