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DJJ OPERATIONS COORDINATOR - 80059911

Date: May 4, 2021

Location: TALLAHASSEE, FL, US, 32399

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 366621 

Agency: Juvenile Justice

Working Title: DJJ OPERATIONS COORDINATOR - 80059911

Position Number: 80059911 

Salary:  1,486.92 Bi-weekly 

Posting Closing Date: 05/24/2021 

The Department of Juvenile Justice salutes our heroes.

 We are honored to have the opportunity to support our nation’s veterans and their families.

 We value the service given to our country and support the hiring of service members and military spouses. 

 

 

 CANDIDATE PROFILES MUST BE COMPLETED ENTIRELY 

 

LOCATION, CONTACT AND SALARY INFORMATION:

Location:  Knight Building, 2737 Centerview Drive, Tallahassee, Florida 32399

Contact Person:  Julie Miller (850) 717-2393   

Starting Salary:  $1,486.92 Bi-weekly (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is greater.

DESCRIPTION:

This is work conducting organizational studies and evaluations, designing office systems and procedures, conducting work simplifications and measurement studies, providing technical assistance and developing operations and procedures to assist organizations in operating more efficiently and effectively.

May include program analysis, management consulting, and examination development. 

This is a Contract Manager position, which also includes responsibilities for coordinating work and processing invoices for Department of Juvenile Justice contracts statewide. 

DUTIES AND RESPONSIBILITIES:

Conduct on-going contract management functions to oversee provider service performance and contract requirements. Serve as a primary contact between the Department and the service provider/program. 

Review all contract monitoring reports to ensure service delivery according to contract terms and conditions. Manage contract compliance deficiencies. Perform month to month fiscal source documentation review on sub-recipient expenditures and reconciliations.  Develop and maintain a contract file for each contract the employee is designated as the contract manager.  Coordinate the activation and implementation of contracted programs.  Work with the provider and program area staff to develop a pre-operational plan, when applicable and obtain program area approval.  Provide technical assistance to provider as needed. 

Process provider invoices according to Florida Statutes (F.S.) 215.422 prompt pay law.  Work with provider to ensure required documentation is submitted with invoices.  Maintain contract expenditure and budget ledger.  Conduct contract reconciliation of expenditures/encumbrances to Florida Accounting Information Resource (FLAIR).  Receive, review, and reconciled the Major Maintenance Fund (MMF) bank account statements, as applicable. 

Conduct administrative compliance review for contracted providers as outlined in policy using Department administrative review tools.  Review may include an on-site visit, desk review or checklist as determined by the prioritization and planning tool.  Communicate deficiencies to Program Area.  Provide technical assistance to provider to remedy deficiencies.

Performs special projects, to include but not limited to: Assist in developing and maintaining training materials and desk procedures, assist with the training of employees, prepare Residential Vacancy Report, Information Resource Request (IRR), Residential Work Orders, review Performance Measure and Monitoring Plan reports to ensure timely completion.

Assists in the review of existing work processes to make specific recommendations regarding areas for contract management improvement and to determine what impact changes may have on improving provider accountability.  Makes general recommendations regarding areas of management where additional evaluation is needed.

Perform other related duties as assigned.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of the methods of data collection and analysis.

Knowledge of contract management practices 

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 operational and management practices.

Ability to utilize problem-solving techniques.

Ability to work independently.

Ability to understand and apply applicable rules, regulations, policies and procedure relating to operational management analysis.

Ability to plan, organize, multi-task, and coordinate work assignments.

Ability to communicate effectively internally and externally.

Ability to establish and maintain effective working relationships with others.

PREFERRED QUALIFICATIONS:

Two (2) years of experience in contract management.

Certified by the Department of Management Services as a Florida Certified Contract Manager.

Experience auditing invoices for state contracted vendors or service providers.

Experience in Excel, including balancing and tracking expenditures for contracts.

Experience using SharePoint. 

This position is required to comply with Section 215.422, Florida Statutes, Prompt Payment Compliance Law and confidential/protected information Chapter 119, Florida Statutes; HIPAA; or any other state and/or federal laws.  This position is also required to comply with Rule 69I-40 General, commodities, contractual service and 69I-42 travel expenses in accordance with Department of Financial Services.

SPECIAL NOTES:

To be considered for this position, responses provided to the qualifying questions for this advertisement must be verifiable on your State of Florida Candidate Profile.  Actual work experience, years of employment, hours worked per week, explanation of gaps in employment must be clearly defined, or the candidate may not be considered for the position.

This position may require some travel.

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions.

DJJ participates in E-Verify (Employment Eligibility).

When identified on a position description, a valid driver's license is required.  If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida State driver's license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/Education only licenses) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.

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.  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 clicking here.  All documentation is due by the close of the vacancy announcement. 


Nearest Major Market: Tallahassee