Contract Specialist/Training Officer - 31001826

State of Florida

1d•$61,200•Onsite

About The Position

This position is located in Tallahassee, FL The Florida Division of Emergency Management (FDEM) 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. FDEM 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. FDEM 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, FDEM manages the State Watch Office; the 24-hour 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 is a professional position in the Office of Procurement and Contract Management and is responsible for overseeing and managing various aspects of the contract administration process to meet FDEM's contracting requirements. The duties for this position include, but are not limited to: Act as the Office of Procurement and Contract Management’s Training Officer.

Requirements

Knowledge of processes, laws, rules, regulations, procedures, and practices governing the procurement of contractual services and commodities at the state and federal level.
Knowledge of contract administration and management best practices.
Knowledge of accepted contract negotiation principles.
Skill in writing and reviewing documents for accuracy and completeness.
Skill in public speaking.
Ability to communicate effectively, both written and verbal.
Skill at collaborating with others to monitor and manage contracts, scrutinize contractor performance, and measure quality and compliance within contract terms and conditions.
Ability to prepare reports, correspondence, guidelines, and PowerPoint presentations.
Skill in Microsoft Word, Excel, and PowerPoint.
Knowledge of the Florida Accountability Tracking System (FACTS).
Minimum of four years’ experience in state or federal contracting and/or procurement. A post-secondary degree in a similar field may substitute for the required experience on a year-for-year basis.
Valid Florida Certified Contract Manager (FCCM) designation or ability and willingness to obtain within first 12 months of employment.
A minimum of two years’ experience developing and delivering training.
Valid driver's license.

Responsibilities

Write and distribute training materials, such as PowerPoint presentations, brochures, and guides, centered around procurement and contracting activities.
Conduct training to internal and external partners on policy and procedures.
Manage the FDEM's contracts and agreements, including drafting contract documents, task orders, amendments, and correspondence, ensuring compliance with all necessary forms and documentation.
Manage the official contract file, which consists of processing and routing contracts, payments, amendments, and agreements appropriately.
Monitor contract expiration dates to ensure requirements are met for renewal or re-issue and keeps management advised of required procurement actions.
Conduct quality assurance reviews of contracts for compliance with statutes, rules, and procedures.
Oversee and document relevant and required tasks and deliverables.
Facilitate professional development by conducting and participating in training sessions for internal and external customers to enhance FDEM's contracting processes.
Assist in writing Scopes of Work for complex projects.
Participate in statewide meetings, conferences, and trainings as required to perform job responsibilities.
Coordinate with project managers, the Office of General Counsel, the Bureau of Financial Management, and other partners on all aspects of contract management, including but not limited to contract conceptualization, solicitation preparation, scope of work collaboration and composition, negotiations, cost and price analysis, contract award, contract administration, failure to perform, contract termination, and contract closeout.
Collaborate closely with the Procurement section and Bureaus within FDEM to analyze procurement requests, provide instruction on proper content development, and ensure alignment with specifications and scope of work requirements.
Provide detailed analysis, planning, research, and development for the improvement of contract operations.
Compile statistical data and provides reports on contracts, amendments, and all agreement activities.
Research and respond to public records requests.
Input contracts, amendments, and procurement documents in FACTS either manually or through a batching process.
Assist FDEM staff with negotiating changes or renewal terms for contracts or agreements.
Cross-train with the Procurement Team and act as back-up for other staff members within the Office of Procurement and Contract Management.
Perform other duties as assigned.