Job Description

Requisition No: 847339 

Agency: Children and Families

Working Title: CONTRACT MANAGER SPECIALIST - 60042586

 Pay Plan: Career Service

Position Number: 60042586 

Salary: 60,000 

Posting Closing Date: 02/28/2025 

Total Compensation Estimator 

DESCRIPTION: The Department of Children & Families, Contract Management Office is seeking to fill Career Service Contract Manager positions to manage Community-Based-Care Lead Agency contracts and social services contractual agreements. This is a highly responsible position with the Contract Management Office.

The responsibilities of this position include providing oversight of the administrative, fiscal, and programmatic terms and conditions of contracts; enforcement of provider compliance with state and federal rules and guidelines, conducting invoice and supporting documentation reviews; facilitating training and technical assistance statewide to contracted providers; conducting budget reviews; and working with Microsoft Word, Microsoft Excel, Microsoft Office 365, Microsoft Outlook, Microsoft Teams, Florida Safe Families Network (FSFN), and other State, and Federal database application systems. This position may also conduct a variety of contracting activities including assessing need, procurement, negotiations, contract writing, contract management, evaluation, and closeout.

REQUIREMENTS

• Essential Job Functions: Responsible for preparation, processing and execution of contracts, contract amendments, purchase orders, ITN’s and RFP’s.
• Responsible for the review, development, and implementation of policies, procedures, standards, and rules necessary to ensure compliance with federal and state rules, regulations and procedures that relate to contractual services
• Participates as a contract adviser to the program office in the contract negotiations with potential providers.
• Acts as primary liaison to contract administration, program office, and providers regarding the terms and conditions of contract and amendments under their auspices.
• Provides contract management including payment and reconciliation of provider invoices, completion of monthly Invoice
• Payment Tracking Ledger and Invoice Tracking Log.
• Monitors and tracks allocations, encumbrances, and expenditures, and reconciles with FLAIR/IDS to validate fiscal contract integrity.
• Responsible for special requests from the contract management unit supervisor, Contract Management Administrator, provider agencies, state Auditor General’s office and other interested parties.
• Responsible for day-to-day monitoring, evaluation, and tracking of performance outcomes in coordination with program staff to ensure compliance with performance measures.
• Develops special or ad hoc reports to assist the contract management unit supervisor and/or Contract Management Administrator in making management decisions.
• Identify any provider performance shortcomings and makes recommendations for corrective action.
• Provides technical assistance and consultation to program staff and providers regarding budget, financial rule interpretation, and contract management.
• Notifies providers of specific contract concerns or departmental request, including corrective action plans.
• Evaluates provider budgets, financial audits, and capacity reports and contract required agency submissions.
• Attends, as needed, provider meetings and functions to understand workflow, performance delivery, and management processes.
• Meets with provider staff, enforces the deliverables schedule, analyzes contractual expenditures to manage any surplus/deficit, and reviews and processes any deliverables, especially reports that are to be used by external units.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of the methods of data collection and analysis.
• Knowledge of basic management principles and practices.
• Excellent written and verbal communication skills.
• Skilled in interpreting and applying statutes, rules, regulations, policies, and procedures.
• Intermediate computer skills in MS Excel and MS Word.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
• Ability to organize data into logical format for presentation in reports, documents, and other written materials.
• Ability to conduct fact finding research.
• Ability to utilize problem-solving techniques.
• Ability to use logic and analysis to identify the strengths and weaknesses of different approaches.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to use independent judgment and creativity to resolve contract or programmatic issues.
• Ability to develop specifications and scopes of work for assigned contracts.
• Ability to establish and maintain effective working relationships with others.

Educational Requirements:

• A bachelor's degree from an accredited college or university and four years of professional experience in systems analysis, management analysis, program planning, program research, program evaluation, engineering, or administrative work.
• A master's degree from an accredited college or university can substitute for one year of the required experience.
• Professional or nonprofessional experience as described above can substitute on a year for-year basis for the required college education.

Work Experience Requirements:

Pursuant to 287.057(15)(d), Florida Statutes, each contract manager who is responsible for contracts in excess of $10 million annually must, in addition to the training required in paragraph (b) and the training and certification required in paragraph (c), possess at least 5 years of experience managing contracts in excess of $5 million annually. The candidate must have a solid understanding of fiscal and grants management.

Pursuant to 287.057(15)(b), Florida Statutes, each contract manager who is responsible for contracts in excess of the threshold amount for CATEGORY TWO must, at a minimum, complete training conducted by the Chief Financial Officer for accountability in contracts and grant management.

Pursuant to 287.057(15)(c), Florida Statutes, each contract manager who is responsible for contracts in excess of $100,000 annually must, in addition to the accountability in contracts and grant management training required in paragraph (b) and within 6 months after being assigned responsibility for such contracts, complete training in contract management and become a certified contract manager. A certified contract manager must complete training every 5 years for certification renewal. Preference will be given to candidates who possess current certification as a Florida Certified Contract Manager (FCCM).

Excellent verbal, written, and analytical skills are required.

Software Proficiency: Strong experience using Microsoft Word, Microsoft Excel, Microsoft Office 365, Microsoft Outlook, Microsoft Teams. Preference given to applicants with experience with Florida Safe Families Network (FSFN), and other State, and Federal database application systems.

Work Location: The position is not remote and reports to the state office Monday through Friday 8a-5pm. There is more than one position available so a specific location will be discussed at the time of initial interview.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement. 

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