MANAGEMENT ANALYST II (PURCHASING DIRECTOR) - SES - 60036187

Requisition No: 833328 

Agency: Children and Families

Working Title: MANAGEMENT ANALYST II (PURCHASING DIRECTOR) - SES - 60036187

 Pay Plan: SES

Position Number: 60036187 

Salary:  $35,317.26 to $50,0000 Annually 

Posting Closing Date: 11/28/2024 

Total Compensation Estimator Tool

The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.

Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department’s mission is to “work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.”

FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position that will serve as Management Analyst II (Purchasing Director).  This position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented. 

Specific Duties and Responsibilities include:

• This position requires lifting, pulling, and squatting.  Duties of this position require the incumbent to be knowledgeable of and utilize the principles of Total Quality Management.  This is a highly advanced and responsible technical work in the procurement of a wide variety of specialized and/or unusual commodities and services which include the preparation of bid specifications, invitations to bid and analysis of bid responses to recommend award.  The position must be qualified to purchase all types of commodities including a wide range of specialty and unusual commodities and be able to issue the purchase orders.  The incumbent must have thorough knowledge of procurement and be familiar with Federal, State and Regional laws, rules, regulations, policies and procedures governing procurement operations and My Florida Market Place.
• This is advanced professional work supervising and directing employees. The primary duty of the incumbent in this position is to spend the majority of their time communicating with, motivating, training and evaluating employees, planning and directing their work; and having the authority to effectively recommend actions such as: hire, transfer, suspend, layoff, promote, discharge, assign, and reward or discipline direct reports.  Evaluates employees against established standards and takes appropriate actions when necessary (i.e. recognition, reward, corrective action, etc.).
• Demonstrate, model and reinforce DCF and FSH guiding principles of leadership, integrity, orientation to action, community partnerships, transparency, and accountability, and fundamental values of fairness, cooperation, respect, commitment, honesty and excellence while interacting with residents, employees, and supervisors, while completing work assignments, and when representing FSH.
• Complete required education according to Florida State Hospital Operating Procedure 225-1.  Completion is defined as attending (and passing the course evaluation).  Apply knowledge and skills learned from required education.  Application is determined by the supervisor through the use of observation, documentation review, audits, checklists, protocols and other supervisory and training tools.
• Screens a large volume of Requisitions and determines the proper procurement methods in accordance with the provisions of Chapter 287 of the Florida Statutes, 60A-1 F.A.C.  and FSH operating procedures.  Uses Commodity/Service Contracts, solicits competitive written price quotations including quotations from vendors via telephone or return mail for a wide variety of specialty and unusual commodities.  Determines most responsive bidder and recommends award. Prepares and processes purchase orders.
• Utilizes a State of Florida VISA P-Card to purchase goods and services needed.  Complies with State and Departmental guidelines regarding use of the State Purchasing Card while adhering to purchasing rules and regulations promulgated by State Statutes, State Administrative Code and Comptroller directives.
• Responsible for mid-level approval of purchasing card transactions for eight (8) P-Card holders for the Facility.  Complies with State and Departmental guidelines regarding procedures for approving State Purchasing Card transactions in FLAIR.  Ensures that transactions are verified as authorized charges, accounting codes are updated, vendor identification numbers are correct & transaction descriptions are added.
• Directs and supervises office staff.  Disseminates policies and procedures to employees and provides interpretation of policies and procedures, rules and regulations, revised statutes and internal guidelines.  Resolves operational and administrative problems. Establish performance standards for subordinate employees and evaluates work performance as necessary.  Schedules employees work time and provide counseling as necessary.
• Screens specifications, bids/contracts and reports for accuracy and conformance with agency and state policies and regulations.  Arbitrates claims and resolves complaints generated during the performance of contracts or purchase orders.  Corresponds with vendors to resolve problems relating to price, invoices, delivery, quality, etc.  Meets with vendors representatives regularly to review new products and/or services being offered. Acts as the Contract Manager for any Contracted Services over 100,000 category two threshold.
• Assists Administrative, Department Heads and the Facility Chief Financial Officer in determining procurement methods, sources and specifications for commodities, equipment and services.  Communicates with facility staff regarding needs for specific materials, supplies and equipment and required delivery schedules.  Locates and arranges for the purchase of goods and services necessary for efficient operation of facility.
• Prepares specifications for and assists in the issuance of Invitations to Bid for a variety of specialized commodities.  Conducts formal bidding procedures including legal advertisements, Request for Formal Proposals, and Request for Formal Quotes.  Analyzes bid responses to determine most responsive bidder and recommends award.  Prepares correspondence in accordance with the provisions of Chapter 287, Part I, Florida Statutes and Chapter 60-A-1, F.A.C.and CFOP 75-10, formulating single source requests, contract exceptions and emergency request purchases on an as needed basis.
• Attend meetings and workshops as necessary. Perform other related duties as required.  Acts as Materials Management Director in her absence. Acts as the Liaison for My Florida Marketplace for the Facility and the System Administrator. Implement and provide training in the use of My Florida Marketplace Procure to Pay System for the Facility.
• Problem solve for My Florida Marketplace customers. Plan and implementation of work procedures and processes for My Florida Marketplace users. Train Purchasing Staff on the use of E-Sourcing.

Knowledge, Skills and Abilities required for the position:

• 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 workflow and other activities relating to the improvement of management practices.
• Ability to organize data into logical format for presentation in reports, documents and other materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to 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.

Minimum Qualifications:

• Three years’ experience utilizing My Florida Market Place (MFMP).
• Three years’ experience with formal solicitations.
• Knowledge of Federal, State and Regional laws, rules, regulations, policies, and procedures governing procurement operations.
• Three years of supervisory experience.
• Bachelor’s degree from an accredited college or university is preferred.

Preference will be given to applicants who have:

• Experience in initiating RPA’s, Disciplinary and Performance Evaluations.
• Experience in utilizing the Bid Process.
• Current Florida Certified Contract Manager Certification.
• Verifiable work history of purchasing commodities including a wide range of specialty and unusual commodities and issuing purchase orders.
• Knowledge of procurement practices and are familiar with Federal, State and Regional laws, rules, regulations, policies and procedures governing procurement operations and MFMP.

Benefits of Working for the State of Florida:

• Health insurance
• Life insurance; $25,000 policy is free plus option to purchase additional life insurance
• Dental, vision and supplemental insurance
• Retirement plan options, including employer contributions
  • (For more information, please click www.myfrs.com);
• Nine paid holidays and one Personal Holiday each year;
• Flexible Spending Accounts;
• Opportunities for career advancement;
• Tuition waiver for public college courses;
• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS).  Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the SSS website: http://www.sss.gov.

RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.

BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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.