OPS Procurement & Contracts Coordinator

OPS Procurement & Contracts Coordinator - 31902303 Date: Jan 7, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) . Requisition No: 844182 Agency: Division of Emergency Management Working Title: OPS Procurement & Contracts Coordinator - 31902303 Pay Plan: Temp Position Number: 31902303 Salary: $33.50 hourly Posting Closing Date: 01/20/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) OPS Procurement and Contracts Coordinator Office of Procurement and Contracting 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: Responsibilities of this position include, but are not limited to, the following: Solicitation Preparation: Assist in preparing and posting formal competitive solicitations (RFPs, ITBs, ITNs) and informal solicitations (RFQs). Manage the filing and tracking of all procurement-related documents. Solicits Requests for Quotes: Solicits Requests for Quotes from multiple sources (vendors, online, State Term Contracts, etc.). Cross-Training and Unit Backup: Participates in cross-training initiatives to provide backup support for all staff members within the Office of Procurement and Contracting as necessary. Contract Development: Support the drafting and review of contracts, amendments, and task orders, ensuring all necessary documentation is included and compliance with state regulations is upheld. Meeting Coordination: Organize and facilitate public meetings, pre-bid conferences, and public openings, ensuring all proceedings are documented and communicated effectively. Bid Management and Analysis: Assist in creating bid tabulations, reviewing bids for compliance with requirements, and compiling recommendations for contract awards based on assessed responsiveness and responsibility. Policy Compliance: Monitor and ensure adherence to applicable purchasing policies and procedures, providing guidance to staff on best practices related to procurement processes. Training and Support: Assist in developing training materials and conduct training sessions for Agency staff on procurement processes, guidelines, and tools, including the use of procurement software. Cross-Departmental Liaison: Act as a liaison between departments and vendors, coordinating discussions on procurement needs, addressing technical requirements, and resolving any arising issues or disputes promptly. Documentation Management: Maintain organized and accurate procurement and contract tracking logs and files, ensuring easy access for team members and leadership. Purchase Order Review: Review purchase orders in MyFloridaMarketPlace (MFMP) for accuracy, proper coding, and attached documentation, providing any necessary corrections. Data Research and Analysis: Conduct research and prepare data reports on procurement activities, project statuses, and contract compliance as needed. Support in Special Projects: Assist in the development of scopes of work for complex projects, ensuring alignment with goals and compliance with state expectations. Continuous Improvement: Collaborate in planning initiatives aimed at improving procurement and contracting processes, contributing to the enhancement of overall operational efficiency. State and Federal Reporting: Serves as back up to the FACTS/FFATA Administrator for all processes related to the FACTS/FFATA systems, including but not limited to data entry ( batching or manual record entry). Emergency Operations Center (EOC) Support/ Activation: Performs assigned duties and works non-traditional hours during activations of the EOC in support of emergency response and recovery efforts. Performs other related duties as required. Knowledge, Skills, and Abilities: Strong organizational skills, attention to detail, and the ability to work collaboratively in a fast-paced environment. Excellent written and verbal communication skills. Ability to facilitate partnerships(s) between government and the private sector vendors. Ability to motivate others. Ability to interpret Florida Statutes and Rules. Ability to analyze needs of the Office and work to meet those needs. Strong analytical and organizational skills with a high attention to detail. Ability to work independently, and to establish work priorities to meet deadlines. Proficiency in using computer programs including Microsoft Office Suite. Experience in procurement, contract management, or a related field is preferred. Knowledge of state procurement laws, regulations, and best practices is a significant asset. Ability to work collaboratively in a team environment and interact effectively with a diverse range of stakeholders. Ability to perform assigned duties and work non-traditional hours during activations. Minimum Qualifications: A bachelor’s degree or five years management experience in a professional setting coordinating a ctivities of an office/team of staff. 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. Location: TALLAHASSEE, FL, US, 32399 Nearest Major Market:Tallahassee