ADMINISTRATIVE SERVICES MANAGER I - 43005041

Requisition No: 854716 

Agency: Financial Services

Working Title: ADMINISTRATIVE SERVICES MANAGER I - 43005041

 Pay Plan: SES

Position Number: 43005041 

Salary:  $75,000.00 - $90,000.00 

Posting Closing Date: 06/24/2025 

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 *****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

CLASS TITLE: ADMINISTRATIVE SERVICES MANAGER I

WORKING TITLE: SCHEDULE & BUDGET MANAGEMENT SUPERVISOR

DIVISION: FLORIDA PALM PROJECT

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

In order to be considered for this position, applicant responses to the qualifying questions, and work experience must be clearly defined within your work history, or the application may not be considered for the position.

What is Florida PALM?

The Florida Planning, Accounting, and Ledger Management (PALM) Project is replacing the State of Florida’s current accounting and cash management systems with an integrated, enterprise financial management solution that will allow the State to organize, define, and standardize its financial management processes.

Who are we?

We are an innovative team of experts specializing in financial operations, business analysis, information technology, project management, change management and stakeholder relations. Working as part of the team at Florida PALM provides a great opportunity to be part of a mission-driven organization that strongly supports its employees’ professional growth and development through training opportunities and knowledge sharing. You will also be able to see your work directly support the transformation of business processes supporting Florida State government.

To learn more about the Florida PALM Project, visit our website at www.myfloridacfo.com/floridapalm

Requirement:

• Four (4) years of experience in project management and/or administrative experience with budget and schedule management or combination is required.  A postsecondary degree may be used as an alternative for the years of experience on a year-for-year basis.

Additional requirements:

• Experience in State of Florida budgeting, including preparation of Spend Plans, Legislative Budget Requests and Budget Amendments.
• Experience with schedule creation and management.

Preferences:

• Experience with budget preparation and management.
• Experience implementing project management best practices.
• Experience with managing State of Florida projects and/or contracts.
• Experience using Microsoft Project.
• Experience using Microsoft Office suite applications (e.g., Excel, Word, PowerPoint).
• Experience with strategic planning and preparation of Long Range Program Plan (LRPPs).
• Experience effectively communicating with multiple levels of an organization.
• Knowledge of the Laws of Florida, Florida Statutes and Administrative Code relating to budget and project management.
• Experience leading a team of two or more professionals.

This position requires a security background check, including fingerprint as a condition of employment.

Salary Range: $75,000.00 - $90,000.00

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Strong project management skills and experience.
• Strong analytical, problem-solving, and conceptual skills.
• Ability to anticipate future consequences and trends and create strategies and plans.
• Ability to analyze data, identify problem areas, make improvement recommendations, and implement approved recommendations.
• Ability to review projects, processes, and data to quickly identify problem areas.
• Strong teamwork and interpersonal skills.
• Negotiation-Bringing others together and trying to reconcile differences.
• Active Listening- Listening to what other people are saying and asking questions as appropriate.
• Critical Thinking-Using logic and analysis to identify the strengths and weaknesses of different approaches.
• Knowledge of the principles and practices of management and supervision.
• Knowledge of administrative services program areas such as accounting, budgeting, planning, purchasing or personnel.
• Ability to supervise people.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to communicate effectively one-on-one and in group settings.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to work independently, solve problems and make decisions.
• Mathematics- Knowledge of numbers, their operations, and interrelationships including one or more of the following: arithmetic, algebra, geometry, calculus, statistics, and their applications.
• Active Learning-Working with new material or information to grasp its implications.
• Administration and Management-Knowledge of principles and processes involved in business and organizational planning, coordination, and execution.

• This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.   

BRIEF DESCRIPTION OF DUTIES:

This position assists in the execution of the Department of Financial Services’ responsibilities for the Florida PALM Project, reporting to the Schedule and Budget Management Team Supervisor.  Exercises discretion and independent judgement with respect to matters of significance. This position also provides consultation and expert advice to management and carries out major assignments independently. 

Operational

• Coordinating with the Project Manager to establish the priorities for system implementation activities for the design of the Financial Management System (FMS).
• Communicating concerns and executive contact to the project director
• Assisting in the management of deadlines in an organized manner to ensure timely completion of fully developed work products.
• Applying critical thinking (e.g., don’t just solve the problem at hand, solve the core problem).
• Coordinating the review, analysis and definition of operational problems and suggested solutions.
• Collaborating in long-range planning.
• Applying generally accepted management principles and systems analysis techniques to develop recommended solutions.
• Adhering to DFS policies at all times (e.g., security, dress code, ethics).
• Working as a team player and demonstrating a “teamwork” attitude and professional demeanor.
• Preparing presentation materials and leading meetings with state agencies and other stakeholders as requested
• Attending conferences, conventions, etc. to extend knowledge project management best practices and innovations.
• Managing their work deadlines in an organized manner to ensure timely completion of fully developed work products.
• Reviewing current and proposed state and federal statutes and rules, and regulation changes (e.g., GASB standards) to assist in the determination of impacts to Project requirements.
• Assisting with the financial management solution software implementation vendor, and other project resources (including contractors) to ensure adherence to State standards and established procedures for maintaining data and information accuracy and security.
• Consulting with subject matter experts, business users, and stakeholders of the financial management solution, researching statewide problems and recommending solutions to effect statewide implementation of the financial management solution.
• Reviewing and providing input on current and proposed state and federal statutes and rules, and regulation changes (e.g., GASB standards) to determine impact to Project requirements.

Supervisory

• Leading a team responsible for managing the Project Budget, Schedule and related actions
• Supporting progress tracking of Project initiatives and objectives
• Providing project management expertise (e.g., meeting facilitation, planning) to all project teams to help ensure they meet deadlines and objectives
• Approving timesheets and leave request from their team, establishing performance expectations and conducting annual performance evaluations.
• Recommending personnel actions for selection and recommendation of new staff, termination and advancement of existing staff.
• Ensuring their team receives sufficient training to complete their job duties.
• Ensuring their team adheres to DFS and Project policies and procedures.
• Performing other supervisory duties as required.

Project Management and System Release Responsibilities

• Supporting the Identification and tracking of the Project’s, Risks, Action Items, Decisions, Issues, and Lessons Learned
• Working with their manager to developing and manage the official Project schedule and related activities.
• Working with the Project directors and their manager to develop and maintain the Project budget and associated documentation
• Preparing Legislative Budget Requests and Budget Amendments
• Developing and maintaining project documentation as required.
• Supporting Cross-team collaboration to update the project Schedule
• Assist the Project’s SSI contract manager in the evaluation of contractor performance and administration of the contract
• Acts as a contract manager and administrator for select Project contracts.
• Assist with the coordination the development, review, completion, and timely submission of project documentation required by external entities (e.g., Florida Digital Services).
• Support the development, review, completion, and submission of all budget documents, including, but not limited to budget amendments, supporting documentation and schedules
• Support the development, review, timely completion, and distribution of required reports (e.g., monthly status reports, quarterly status reports, other reports as required by law).

• Working with their supervisor to ensure Project compliance with the Project’s Project Management Plan and standard operating procedures.

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.