OPERATIONS & MGMT CONSULTANT MGR - SES - 48004021

Requisition No: 854261 

Agency: Department of Education

Working Title: OPERATIONS & MGMT CONSULTANT MGR - SES - 48004021

 Pay Plan: SES

Position Number: 48004021 

Salary:  $49,584.67 - $65,000.00 

Posting Closing Date: 06/18/2025 

Total Compensation Estimator Tool

Florida Department of Education

Division of Vocational Rehabilitation

Financial Payments Section

Bureau of the Comptroller

Tallahassee Turlington Building

Operations & Management Consultant Manager (Select Exempt Service)

Salary Range: $49,584.67 - $65,000.00

 CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY

APPLICATION INFORMATION & HIRING REQUIREMENTS

Application Information:

• Your Candidate Profile (application) must be complete in its entirety.
• Work History (in easy to review chronological order) Consists of:

• • Any position held by a State of Florida Agency
  • Any position held by a Florida University
  • All periods of employment from high school graduation
  • All periods of current or prior unemployment
  • Gaps 3 months or more must be accounted for*
  • Any Education
  • Any Volunteer Experience
  • Your resume and application must match
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application.
• Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  

Hiring Information and Requirements:

• The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system.
• If claiming Veteran’s Preference, the candidate MUST attach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only.
• If claiming Right to First Interview, the candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only.

If you are missing any of the items above, your packet may be held up at the final review step.

NOTE: 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.

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

OFFICE CONTACT:

Tara Kent Jackson, OMC Manager

850-245-9118

JOB DESCRIPTION:

This position is located in the Division of Vocational Rehabilitation (DVR) Financial Payments Section within the Bureau of the Comptroller at the Department of Education. This position is responsible for the supervision, coordination of activities related to the payment of invoices and vouchers for the Department of Education that relate to the Division of Vocational Rehabilitation (DVR), Financial Services Vendor Payments Unit.  This position supervises and assists employees preparing fiscal statements and reports.  To perform the duties of this position, this person is required to have and intricate knowledge of the main accounting system (FLAIR) the Purchasing System (SPURS) and the RIMS and ARAMIS Sub Systems.  All duties listed below must be performed in compliance with, or to monitor compliance of section 215.422, Florida Statutes, Chapter 3A-20 of the Florida Administrative Code and various State, Departmental and Federal rules and regulations.

 DUTIES & RESPONSIBILITIES:

 Consultation

• • provides direction, technical assistance, guidance and consultation to the Division of Vocational Rehabilitation Services Program Managers with the management and coordination of Federal and State Grant activities
  • conducts monthly and quarterly meetings with managers to review:
    • grant activities
    • reporting requirements
    • grant expenditures
    • obligations
    • matching requirements
    • program income
    • policies and procedures consults with managers to review areas of concern after analysis and develops solutions for grant operational problems
    • assists and responds to both internal and external DVR customers in a professional and timely manner

• Reports and Reviews
  • • develops Federal Financial Reports for review and approval by supervisor, as required by the Federal Rehabilitation Services Administration (RSA) based on appropriate accounting principles and practices
    • ensures prompt and timely reporting of all financial transactions with appropriate analysis and reconciliation of grants expenditure and revenue
    • analyzes expenditures based on appropriate cost principle and other State, Federal Departmental or Divisional guidelines
    • performs closeouts of all Federal Grants and to ensure that all revenue is reconciled to GAPS
    • assists with annual Financial and Technical assistance reviews from the Federal Rehabilitation Service Administration and Internal Auditors and Monitors, provides documentation oral and written responses related to audits, monitoring and reviews
    • reviews, establishes and distributes accounting codes and reports to DVR associates and coordinates the training of associates on the use of accounting codes
    • supervises and coordinates DVR contracts and grants financial reviews and assign contracts and grant numbers
      • Policies
        • recommends and develops accounting policies and procedures to ensure uniform practices for expending federal and state funds by VR staff
        • ensures that policies and federal and state reporting forms are up-to-date and distributed to managers in a timely manner

• • Audits
• supervises and coordinates DVR Clients Services Revolving Funds reconciliations
• supervises and coordinates contract receivables including:
• billings
• collection of revenues
• reconciliation of contracts for school boards
• reconciliation of contracts for ADM
• reconciliation of contracts for developmental services
  • assist with the development and maintenance of appropriate cost allocation systems for the grant area relating to:
• payroll
• leases
• travel
• indirect cost
• other related expenditures
• ensures appropriate entries are made in the accounting system in a timely manner
• discusses with management corrective actions affecting these areas
• assists with the Federal Financial Assistance Audits conducted by State Office of the Auditor General by providing in a timely manner the following requested information:
• documentation
• explanations
• analysis in a timely manner
• responds to request for information regarding audits and reviews
• provides appropriate feedback and coordination of audit request

• • Supervision, Evaluation and Training
• completes employee performance evaluations
• reviews employee performance
• holds regular staff meetings
• schedules leave time
• provides back-up to other areas as needed
• provides on the job training for employees
• provides direction, guidance and mentorship to all employees in a fair and equitable manner   

      promoting team work and quality management

• supervises the employee processing employee travel
• supervises employee processing MFMP invoices
  • auditing and processing of purchase orders and requisitions
  • auditing and processing of travel vouchers
  • audit and process travel advances
  • auditing and processing of contract vouchers
  • auditing and processing of journal transfers to other state agencies and institutions
  • auditing and processing of internal agencies transfers.
  • reconcile purchase order files
  • reconcile contract files
  • maintain purchase and contract files
  • maintain travel files
  • provides workshop training for division staff
  • deals with employees poor performance
  • holds regular staff meetings
  • schedules leave time
  • completes employees timesheets
  • provides backup supervision of the client services
•       New federal requirements to increase accounting processes and oversight for basic support grant for Pre-employment Transitional Services (PETS) and Workforce Innovation & Opportunity Act (WIOA).

• Perform other duties as requested
• Attendance at work is an essential job function.

The incumbent must communicate with, motivate, provide or coordinate training, and direct the work of his/her subordinates.  In addition, the employee must complete timely performance appraisals, develop timely and accurate work plans, and timely approve monthly attendance and leave for each position under his/her direct report.  Timesheets will be completed in the People First system by the 5th business day of the following month.  The incumbent has the authority to make hiring recommendations as well as disciplinary recommendations. 

 KNOWLEDGE, SKILLS & ABILITIES 

• Knowledge of basic management principles and practices.
• Knowledge of the methods of data collection and analysis.
• Ability to supervise people.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
• Ability to organize data into logical format for presentation in reports, documents and other materials.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work and other activities relating to the improvement of operational and management practices.
• Ability to conduct fact-finding research.
• Ability to work independently.
• Ability to solve problems and make decisions.

FLORIDA DEPARTMENT OF EDUCATION MISSION STATEMENT

The mission of the Division of Vocational Rehabilitation is "to help people with disabilities find and maintain employment and enhance their independence." Our Vision is "to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees."

www.fldoe.org/finance/comptroller

www.rehabworks.org

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

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

LEAVE INFORMATION: SMS/SES

• Annual Leave - Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
• Sick Leave - Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of initial appointment.

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications. No applicant for a designated position will be employed, contracted or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.

Selective Services System (SSS)

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the Selective Service website.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

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.