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PROCUREMENT & CONTRACT MANAGEMENT ADMINISTRATOR - 72004025

Date: Mar 29, 2021

Location: TALLAHASSEE, FL, US, 32399

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Requisition No: 335541 

Agency: Management Services

Working Title: PROCUREMENT & CONTRACT MANAGEMENT ADMINISTRATOR - 72004025

Position Number: 72004025 

Salary:  $67,000.00 - $73,000.00 

Posting Closing Date: 04/26/2021 

Procurement & Contract Management Administrator
Division of State Purchasing
State of Florida Department of Management Services
This position is located in Tallahassee

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, technology, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.  DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its mission, “We serve those who serve Florida.” DMS’ employees embody four pillars on a daily basis: lead by example, serve with excellence, create efficiencies, and challenge the status quo.

This is a highly professional position providing management, research, analysis and planning services in support of the Florida Digital Service (FDS).  Duties include working with the State Purchasing Director, Departmental Purchasing Director, FDS Purchasing Manager, agency executive management, FDS bureau chiefs, managers and staff to support a broad range of procurement, accounting, research and planning issues.  Supports both internal strategic procurement planning efforts and external strategic planning efforts involving FDS procurement.

Position Responsibilities:

  • Responsible for the supervision of staff including performance management, planning and directing work, managing schedules and fostering a healthy and positive work environment.
  • Ensure that all FDS’s projects stay within scope, budget, and schedule.
  • Assist the State Purchasing Director, Departmental Purchasing Director and FDS Purchasing Manager with providing policy direction and resolving policy issues related to state technology procurement and contract activities, in coordination with State Purchasing.
  • Manage service level agreements with other agencies.
  • Along with State Purchasing, formulate and recommend state technology procurement policies and procedures to executive leadership.
  • Along with State Purchasing, implement state technology procurement and contract policies.
  • Assist with FDS procurement activities specifically including those pertaining to the acquisition of IT products and services.  
  • Approve requisitions and Certified Equipment Financing Program applications.
  • Oversee the FDS accounting operations activities including accounts receivable, revenue, payment of invoices, property control, and yearend close out.
  • Maintain consolidated listings of active procurements, contracts, and agreements including licensing agreements. 
  • Cultivate an environment of support (including training) for best practices in contract management, procurement and licensing. Ensure compliance with procurement statute and rule.  
  • Evaluate contracts and vendors; make recommendations regarding suppliers, develop innovative licensing and IT procurement vehicles for use by the FDS and other state agencies. 
  • May serve as the FDS point of contact during disputes between vendors and IT staff pertaining to procurement and contracts.
  • Assist State Purchasing in the creation and management of formal procurement vehicles (RFIs, RFQs, RFPs, ITNs).
  • Conduct market research, negotiate prices, establishing terms and conditions for services, resolving invoice discrepancies and communicating the status of purchases with management and staff.  
  • Ensure vendor compliance with negotiated contract terms and conditions.
  • Monitor the life of contracts to anticipate expiration dates and determine applicable strategies.
  • Provides consultation and expert advice to management or other groups on research, procurement, contracts, or process related topics.
  • Respond to and participate in audits as appropriate, providing corrective action plans and updates as required. 
  • Create, modify and monitor performance objectives with the FDS Financial Management staff related to their work activities.
  • Consult with IT project teams and administrators on Information Technology service requests to identify needed financial resources and funding components.
  • Participate in planning sessions with management and/or cross-agency teams to capitalize on opportunities for procurement cooperation and cross-boundary collaboration.
  • Partner with executive management, bureau chiefs and platform managers to drive process improvements and recommend solutions to increase organization capability maturity.
  • Review and analyze policy, procedure and instructions as well as evaluate programmatic and organizational issues related to the agency ongoing operational and logistical efforts. 
  • Perform special assignments from the DMS Secretary which encompass a broad range of research and planning issues. 
  • Track, reviews, and provides analysis and reports on legislation related to FDS issues. 
  • Familiarity with Software Asset Management (SAM), to include identifying procedures and process improvements to increase the organizational SAM maturity, identifying opportunities for licensing efficiencies and mitigating potential licensing risks.

Knowledge, Skills, and Abilities:

  • Knowledge of Information Technology from both an application and data center perspective.
  • Knowledge of Data Center Service Offerings and Operations.
  • Knowledge of double budgeting and non-operating budget concepts, billing and collections, contract management, procurement and purchasing.
  • Knowledge of Generally Accepted Accounting Standards.
  • Knowledge of Florida Statutes, Florida Administrative Code, contract law, established policies and procedures.
  • Ability to work within Microsoft Office products; including Excel, Word, and PowerPoint.
  • Ability to work within Lobby tools Bill Tracking and Reporting.
  • Ability to plan and organize work assignments and delegate as required.
  • Ability to work in a team environment.
  • Ability to establish and maintain effective working relationships.
  • Ability to analyze contract spend, market conditions and supplier base.
  • Ability to participate in complex negotiations.
  • Exceptionally strong structured research and analytical skills with the ability to creatively translate and communicate information. 
  • Demonstrated ability to provide excellent customer service.
  • Demonstrated ability to collect, analyze, evaluate and interpret data and statistics as well as identify, assess, document and communicate the pros and cons of possible alternative recommendation strategies. 
  • Demonstrated success in working on multiple projects with multiple priorities and maintaining strong relationships with stakeholders and co-workers.  
  • Ability to conduct short and long-range project planning studies.
  • Strong communication skills and excellent interpersonal skills to effectively collaborate with management, partners, technology staff, stakeholders and colleagues.
  • Proficient in ability to present information and write cohesive reports.
  • Experience in information technology and resource management.
  • Ability to organize data into logical format for presentation in reports, documents, and other written materials.
  • Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Minimum Qualifications:

  • Five or more years in IT, procurement or contract management-related fields, or a combination of these fields.
  • Valid Florida Certified Contract Manager (FCCM) certification.
  • Valid Florida Certified Contract Negotiator (FCCN) certification is preferred.

DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce.  We recognize the extensive training, experience and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses:

DMS.Ability@dms.myflorida.com

DMS.Veterans@dms.myflorida.com

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 DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

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

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.


Nearest Major Market: Tallahassee