CONTRACT MANAGEMENT SPECIALIST
Date: Dec 30, 2024
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: 843877
Agency: Military Affairs
Working Title: CONTRACT MANAGEMENT SPECIALIST
Pay Plan: Career Service
Position Number: 62000239
Salary: $44,060.11
Posting Closing Date: 01/13/2025
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
Department of Military Affairs
* OPEN COMPETITIVE *
APPLICATION DEADLINE: 11:59 p.m. on closing date
VACANCY # 62000239
WORK LOCATION: SAINT AUGUSTINE, FL
ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)
The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.
OUR BENEFITS INCLUDE:
Health Insurance
Life Insurance
Dental, Vision, and Supplemental Insurance
Retirement Benefits
Vacation and Sick Leave
Paid Holidays
Opportunities for Career Advancement
Tuition Waiver for Public College Courses
Training Opportunities
For benefit information available to State of Florida employees, go tohttp://www.mybenefits.myflorida.com
CONDITIONS OF EMPLOYMENT:
New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.
New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program.
The Department of Military Affairs is paid on a monthly basis.
This position is a Cooperative Agreement position.
As a CANDIDATE, you are required to provide documentation (i.e., High School Diploma or Equivalency, College Transcripts, ETC.) to verify meeting these Minimum Qualifications.
Must be able to obtain a completion of a favorable National Agency Check background investigation clearance.
NOTE
To be considered for this position, application must be fully completed, your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process and clearly stated within the employment history.
MINIMUM REQUIREMENTS:
A Bachelor's Degree from an accredited College or University AND Two (2) years of professional experience in Contract Management, Project Management, Procurement, Construction, Customer Service, or a related field; OR
An Associate's Degree from an accredited College or University AND Four (4) years of professional experience in Contract Management, Project Management, Procurement, Construction, Customer Service, or a related field; OR
A High School Diploma AND Six (6) years of professional experience in Contract Management, Project Management, Procurement, Construction, Customer Service, or a related field
Must successfully complete training in contract and grant management and become a Florida Certified Contract Manager within six (6) months of hire in accordance with F.S. Section 287.057(15)(c)
DUTIES AND RESPONSIBILITIES:
This is a highly responsible position composing, coordinating, managing, executing, tracking and monitoring contractual agreements for the Department of Military Affairs' Construction and Facility Management Office; providing contract management and ensure federal and state funds are accurately and effectively used and controlled. This position is the primary point of contact between the Department and general public and is a subject matter expert on State of Florida and DMA contracting policies and procedures.
Managing approximately 140 active state and federally funded projects ($50,000 - $100,0000,000 per project) which includes the oversight and enforcement of contractual terms and conditions, developing, reviewing, processing, compiles and distributes contract documents (to include complex solicitations, addendums, meeting agendas, contracts, modifications and forms) that are accurate and complete in accordance with federal regulations, state statutes, SOP and policy letters. Facilitates negotiation, preparation and management of contractual agreements with internal and external stakeholders.
Planning managing and administration of professional services and construction contracts, change orders, amendments, pay requests, funding documents and any other contractual documentation / processes related to the design and construction of new construction projects, major repairs, renovations, expansions, alterations and professional service studies of FLARNG facilities assuring accuracy of documentation content and coordinating execution. In tandem with CFMO branches, State Quartermaster and FLARNG stakeholders, monitor and track construction and design projects status from inception to closeout. Anticipate, schedule and ensure completion of corresponding procurement, contracts, change orders / amendments and pay requests.
Contract, Amendments, Closeout Report preparation and management - Creates, maintains and distributes contract documents (to include complex solicitations, addendums, meeting agendas, contracts, modifications, forms) that are accurate and complete in accordance with Federal Regulations, State Statutes, SOPs and policy letters. Creates complete contract action packets and submits it through the required channels for review and approval while maintaining an accurate tracker on its status and physical location until its returned for final execution. CFMO Contracting documents should be prepared and processed within two business days.
Pay Requests - Accurately process or rejects vendor payment requests through the contracting branch focusing on correctness and required documentation within two business days from receipt of pay request. Prepare and process both state and federal architect/engineer and contractor progress payments for approval, ensuring accuracy and prompt payment utilizing applicable procedures. Reviews, approves and processes invoices for payment processing, verifying current and accurate fund balances and ensuring deliverables are compliant with agreement requirements
Procurement - Reviews construction and professional services procurement requests received from DMA Project Managers to validate that the scope, terms and conditions are biddable to the general public. Prepares and publishes bid documents in accordance with Florida Statutes and Administrative Codes. Receives and responds to inquiries received from the general public. Chairs public procurement meetings. Depending on the type of procurement, will receive and evaluate bids, qualifications packages. Interviews, to determine responsive and responsible bidder (or when applicable determine order of qualification ranking.) Prepares and publishes agency decisions, including but not limited to Notice of Intent to Award, Rejection of Bids or readvertisement.
Communication with internal / external stakeholders and general public - As the primary point of contact for CFMO Contracting, it is expected to respond to all communications / inquiries within two business days.
Coordinates, plans, executes and chairs contract related meetings with vendors and/or stakeholders providing accurate information that is well planned and coordinated through CFMO and any other key personnel related to specific projects
Compiles and distributes contract documents including but not limited to solicitations, addendums, meeting agendas, contracts, modifications, forms) that are accurate and complete in accordance with Federal Regulations, State Statutes, SOPs, and policy letters. Creates complete contract action packets and submits it through the required channels for review and approval while maintaining an accurate tracker on its' status and physical location until it is returned for final execution.
Administer major military construction (MILCON) and state Fixed Capital Outlay Programs of the Florida National Guard, ensuring funding is secured, suspense dates are met and projects are completed in accordance with applicable rules, regulations, policies, and procedures.
Maintain and update CFMO project filing system to ensure efficient accessibility of information to personnel utilizing files.
Perform other duties as required to meet program and departmental goals and objectives.
KNOWLEDGE, SKILLS, AND ABILITIES:
Preferred working knowledge of MyFloridaMarketPlace (MFMP), Florida Accountability Contract Tracking System (FACTS) and PRIDE applications.
Knowledge of Florida Statutes 287, 255, 119, 120.
Ability to exercise independent judgement in developing contractual and procurement agreements, providing contract management and procurement support to Stakeholders and the general public.
Ability to work independently, generally setting own daily work plan and choosing between appropriate courses of action to achieve defined objective.
Knowledge of the methods of data collection and analysis.
Knowledge of basic management principles and practices.
Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow 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 understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Knowledge of pertinent federal and state guidance regarding payments.
Ability to maintain timely and accurate contract and account balances.
Ability to discern appropriate federal/state funding mix in accordance with contract.
Skills in initiating and executing contracts from award through close-out.
Ability to coordinate with key staff to determine status of contract.
Experience in conducting impromptu meetings providing contract update.
Ability to monitor multiple contracts concurrently.
Knowledge of project management.
Experience with and knowledge of automated methods of project management.
Knowledge experience relating project status to corresponding contracting actions.
Experience and/or knowledge of Military Construction and Fixed Capital Outlay programs.
Experience in discerning and verifying state and federal funding sources and balances.
Experience in establishing or maintaining complex filing systems spanning multiple years.
Experience complying with state and federal filing, documentation, and retention regulations.
SPECIAL REMINDERS:
The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website:http://www.sss.gov
All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.
If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
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.
The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.
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. 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. All documentation is due by the close of the vacancy announcement.
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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.
Location:
ST AUGUSTINE, FL, US, 32086 SAINT AUGUSTINE, FL, US, 32085 ST AUGUSTINE, FL, US, 32080 ST AUGUSTINE, FL, US, 32084 ST AUGUSTINE, FL, US, 32092 ST AUGUSTINE, FL, US, 32095
Nearest Major Market:Jacksonville
S:CLZFL-CLZSOUTHEAST