OPS Contract Manager - 31902300

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Requisition No:878007

Agency:
Division of Emergency Management

Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management (FDEM) 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.

FDEM 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.

FDEM 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, FDEM manages the State Watch Office; the 24-hour 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”.

This position serves as the Contract Manager for the Bureau of Mitigation, responsible for coordinating and managing all contractual service contracts for the bureau. Responsibilities of this position include:

• Serve as the primary coordination point for the bureau’s contractual service vendors.
• Monitor contractor activities and ensure contractual requirements are followed in accordance with contract language, established guidelines, FDEM policy, and relevant statutes and administrative codes.
• Develop and implement processes related to contract formation, contract performance, and contractor payment.
• Maintain work documents (i.e., scopes of work; vendor reports; invoices, etc.) related to contractual work.
• Review and analyze vendor proposals, contracts, agreements, leases, timesheets, spreadsheets, and other documentation related to contractual work.
• Review and approve invoice submissions in the Division’s invoice management system (DEMES), including validation, documentation review, financial coding, payment package creation, and payment monitoring.
• Coordinate with the Office of Procurement & Contracts to develop and issue Bureau of Mitigation procurements.
• Coordinate with the Bureau of Financial Management and others as needed to monitor contractual service invoice payments and ensure financial accuracy, including encumbrance and payment reconciliation.
• Ensure all contracts and task orders are entered into the Florida Accountability Contract Tracking System (FACTS) within 30 calendar days of execution, per Florida Statute 215.985.
• Coordinate functional areas of contract management with appropriate stakeholders including, but not limited to contract conceptualization, contract solicitation, scope of work composition, contract negotiations, contract price analysis, contract evaluation and award, contract administration, contract termination, and contract closeout.
• Coordinate with bureau leadership, Fiscal Operations Manager, and Budget Analyst to ensure the proper management of the bureau’s operation budget in agreement with established timelines and goals.
• Perform duties as assigned by Fiscal Operations Manager and bureau leadership.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than…