Contract Specialist​/Policy Coordinator

Contract Specialist/Policy Coordinator -

This position serves as a Contract Specialist / Policy Coordinator in the Contract Management Unit of the Office of Procurement & Contract Management and is responsible for overseeing and managing various aspects of the contract administration process to meet FDEM's requirements. Duties include, but are not limited to:

• Act as the Office of Procurement and Contracts Policy Coordinator.
• Writing desk procedures and FDEM policies centered around procurement and contract management activities.
• Manage FDEM contracts and agreements, including drafting contract documents, task orders, amendments, and correspondence, ensuring compliance with all necessary forms and documentation.
• Manage the official contract file: processes and routes contracts, payments, amendments, and agreements appropriately; and monitors contract expiration dates to ensure requirements are met for renewal or re-issue and keeps management advised of required procurement actions.
• Conduct quality assurance reviews of contracts for compliance with statutes, rules, and procedures.
• Facilitate professional development by conducting and participating in training sessions for internal and external customers to enhance FDEM's contracting processes.
• Assist in writing Scopes of Work for complex projects.
• 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.
• Collaborate closely with the Procurement Section and bureaus within FDEM to analyze procurement requests, provide instruction on proper content development, and ensure alignment with specifications and scope of work requirements.
• Provide detailed analysis, planning, research, and development for the improvement of contract operations.
• Compiles statistical data and provides reports on contracts, amendments, and all agreement activities.
• Research and responds to public records requests.
• Place contracts, amendments and procurement documents in FACTS either manually or through a batching process.
• Assist FDEM staff with negotiating changes or renewal terms for contracts or agreements.
• Draft, edit, and review specifications, conditions, and regulations pertaining to contracts.
• Act as liaison, mediator, and consultant between vendors and FDEM staff to resolve disputes, problems, or answer questions in a timely manner.
• Cross-train with the Procurement Section and act as back-up for other staff members within the Office of Procurement and Contract Management.
• Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including nights, 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.

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 contract administration and management best practices.
• Knowledge of accepted contract negotiation principles.
• Skill in writing and reviewing documents for accuracy and completeness.
• Skill in public speaking.
• Ability to communicate effectively, both written and verbally.
• Skill 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 PowerPoint presentations.
• Skill in Microsoft Word, Excel, and PowerPoint.
• Knowledge of the Florida Accountability Tracking System (FACTS).
• 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:

• Minimum of four years' experience in state or federal contracting and/or procurement.
• A post-secondary degree from an accredited institution may substitute for the required experience on a year-for-year basis.
• Valid Florida Certified Contract Manager (FCCM) designation or ability and willingness to obtain within the first six months of employment.
• A minimum of two years'…