Requisition No: 843104 

Agency: Division of Emergency Management

Working Title: OPS Contract Manager Lead - 31902358

 Pay Plan: Temp

Position Number: 31902358 

Salary:  $35.00 hourly 

Posting Closing Date: 12/25/2024 

Total Compensation Estimator Tool

                                                                                                   OPS Contract Manager Lead

                                                                                                     Bureau of Recovery - Admin & Plans

                                                                                                      State of Florida Division of Emergency Management

                                                                                                     This position is located in Tallahassee, FL

The Florida Division of Emergency Management plans for and responds to both natural and man- made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. The Division of Emergency Management (FDEM or Division) is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

The Division serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, the Division manages the State Watch Office; the 24-hours a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the state of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate and communicate with our community stakeholders for a resilient Florida” along with our vision of, “Leading the Profession in building prepared and resilient communities”.

Position Overview and Responsibilities:

This position reports to the Contract Management Unit Supervisor of the Contract Management Unit located in the Bureau of Recovery.  This position will serve as Team Lead for the Contract Management Unit, and act as backup to the Contract Management Unit Supervisor to help facilitate contract operations and oversee critical day-to-day functions. Responsibilities can include managing Bureau of Recovery contracts, developing contracts, modifications, and task work orders with customized scopes of work, deliverables, and reporting requirements. Process ad review requests for payments and provide support to peers, as needed.  Professional collaboration with internal and external stakeholders is essential for supporting programmatic and grant needs. This involves building effective communication, fostering strong relationships, and aligning goals across diverse groups. 

This position serves as Team Lead for the Contract Management Unit. Duties include but are not limited to:

• Serve as Lead for the Contract Management unit and serve as backup for the Contract Management Unit Supervisor when required.
• Attend meetings representing the Contract Management Unit in the place of the Contract Management Supervisor as required.
• Review the work product of the Contract Managers for quality/accuracy and present to the Contract Management Supervisor and Admin. & Plans Officer for approval.
• Assist the Contract Management Supervisor in developing and delivering the training plan, materials, and guides for Contract Management Unit staff.
• Prepare, review, and submit documents.
• Develop, monitor, and maintain Contract Management Unit work trackers.
• Coordinate and lead in the development of document preparation for Contract Management Unit meetings and briefings.
• Develop, track, and monitor vendor encumbrances and promptly notify the Contract Management Supervisor, Admin. & Plans Officer of any potential need for increases in encumbrance amounts.
• Provide technical consulting relating to the receipt and use of federal and state emergency management grant funding to assure the completion of activities specified in the contracts awarded by the Bureau. Act as a bureau liaison while maintaining a working rapport with assigned contractors/vendors through verbal, written, and on-site communication.
• Monitor contractor/vendor compliance with program requirements through review, analysis, and processing of financial and program deliverables; including expenditure, budgeting, staffing and progress reports, audits, and requests for payment to ensure completeness, accuracy, and consistency with applicable rules, regulation, and program criteria and objectives.
• Ensure contract files and records are maintained and prepare required reports regarding the status of awarded agreements.
• Serve as a Subject Matter Expert (SME) of contracts for the Bureau of Recovery.
• Staff the State Emergency Operations Center, Disaster Recovery Centers, Recovery Coordination Center, and/or other state or regional facilities when activated in response to an emergency. Staffing responsibilities may include deployment around the state pre- and/or post- disaster.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to monitor contractor/vendor compliance with program requirements through review, analysis, and processing of financial and program deliverables; including expenditure, budgeting, staffing and progress reports, audits, and requests for payment.
• Knowledge of contract management in compliance with 287 Florida Statue. and Rule 60A-1.002, Florida Administrative Code.
• Knowledge of procurement laws and rules, specifically Section 287 Florida Statue.
• Ability to prepare contractual documents to include, but not limited to, clearly established scope of work, deliverables directly related to the scope of work, performance criteria for each delivery, and financial consequences.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize, and coordinate work assignments.
• Demonstrated ability to communicate effectively both orally and in writing, and to provide technical assistance to local governments and other entities.
• Demonstrated ability to work effectively in a team environment and/or individually, whether with internal or external stakeholders, on programmatic issues and/or principals.
• Ability to establish and maintain effective working relationships with others.
• Skilled in the use of personal computers, Microsoft Office products (PowerPoint, Excel and Word), and web-based applications. 
• Ability to travel for up to 14 days at a time when activated, and to work non-traditional work hours during emergency events.
• Ability to successfully complete the Florida Certified Contract Manager (“FCCM”) in compliance with Section 287.057 and 215.971 (2)(a)1 Florida Statue and maintain thereafter.

Minimum Qualifications:

• At least one year of experience in a supervisory/managerial role.
• At least one year of experience in contractual management or other related work experience.
• Florida Certified Contract Manager (“FCCM”) certification or certification obtained within first 12 months of employment.
• In response to emergency events, Division of Emergency Management employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including 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.

Special Notes:

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

The Division of Emergency Management is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. The Division appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

The Division of Emergency Management is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify HR 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.

Successful completion of background screening will be required for this position.

The State of Florida and the Division of Emergency Management participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

In response to emergency events, Division of Emergency Management employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including 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.

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.