FHCF Vendor Specialist

This position is responsible for all stages of the Florida Hurricane Catastrophe Fund (FHCF) vendor management lifecycle. This position is the primary support for the Florida Hurricane Catastrophe Fund Advisory Council (Advisory Council), and also supports the Florida Commission on Hurricane Loss Projection Methodology (Commission) and the Professional team. The FHCF Vendor Specialist reports to the Manager of Financial Operations of the Florida Hurricane Catastrophe Fund.

40% - Responsible for the administration of the FHCF's vendor management needs

• Coordinates and collaborates with management on all procurement solicitations which includes preparing documents, maintaining an understanding of standard State Board of Administration (SBA) contract requirements, and coordinating the process until contract execution
• Conducts research to support procurement decisions, including identification and review of potential sources, review and analysis of previous procurements, and review and analysis of how other entities have purchased the commodity or service
• Facilitates development of scope of services documents for solicitations with business units
• Prepares and submits solicitation documents, ensuring all required elements are included, and legal review is obtained prior to issuance
• Manages solicitations to ensure timelines are followed, solicitations are advertised according to policy requirements, and accurate documentation is maintained
• Administers effective vendor management oversight by monitoring all FHCF contracts for compliance with vendor management policies of the State Board of Administration of Florida
• Oversees the organization and accessibility of all FHCF contracts and ensuring contacts are updated and expiration dates are monitored for appropriate planning
• Ensures annual service provider evaluations are completed by FHCF staff
• Responsible for maintaining and completing new vendor risk assessments, as needed
• Monitors contract spending throughout the life of the contract to assist in future needs assessments and avoid overpayments.
• Independently maintains contract files for tracking performance and deliverable
• Develops and maintains accurate electronic records of centralized files and purges records once retention requirement is met
• Enter requisitions for staff in WorkSmart Portal

25% - Coordinates all activities of the FHCF Advisory Council meetings and administers Rulemaking processes

• Develops and maintains processes for tracking, reviewing and filing all notices for rulemaking, Advisory Council meetings, claims-paying capacity reports and other items with the Florida Administrative Register
• Independently initiates the review of Advisory Council documents, which includes collaborating with management in preparing, ensuring proper review by staff, and distributing FHCF agenda materials for meetings of the FHCF Advisory Council and SBA Trustees
• Prepares minutes for approval by Advisory Council members at subsequent meetings
• Serves as the lead to monitor all rulemaking deadlines, which includes internal document reviews and staffing all rulemaking documents in accordance with internal policies and procedures
• Coordinates all activities of the FHCF Advisory Council meetings, which includes scheduling, meeting room reservations and setup, hotel accommodations, distributing and posting meeting notices, scheduling and handling teleconference and webinar services, securing court reporters, preparing, staffing and distributing meeting agendas, presentations and other meeting materials

10% - Independently performs administrative tasks

• Processes and tracks public record requests
• Serve as backup for the development, implementation and execution of processes to ensure the timely and accurate collection of emergency assessment payments and the distribution of refunds of emergency assessment
• Audits the accuracy, completeness and delivery of the FHCF Administrator's electronic execution of the FHCF Reimbursement Contracts annually and the annual and quarterly premium listings
• Coordinates printing and distributing the FHCF annual report
• Assists with preparation of annual FHCF participating insurers workshop and tasks as needed

10% - Responsible for updates to the FHCF and Commission websites

• Responsible for posting to the FHCF, Commission, and SBA websites, except for the portion prepared and maintained by the FHCF Administrator
• Prepares and issues ListServ notices for postings to the Commission and FHCF websites
• Monitors the Commission and FHCF websites for functionality and up-to-date information
• Ensures responses to consumer questions and requests for information submitted through the FHCF website

5% - Provides support to the Manager of Modeling Program with Commission meetings

• Coordinates scheduling of court reporters
• Assists with meeting room scheduling and setup
• Files, distributes and posts Commission meeting notices
• Reviews the final Reports of Activities for accuracy

5% - Serves as backup for the processing of FHCF invoices and commodity purchases

• Processes payment and handling of invoices submitted for payment
• Assists with the FHCF's schedule of Fixed Assets inventory by tracking dates of purchases, recommending needed replacement of equipment, researching best purchase options and ensuring adequate disposal of expired property
• Audits, verifies, and clears wallet transactions for all FHCF staff by incorporating charges into an Expense Report to submit for Budget Authority approval

5% - Performs other duties as assigned

Two years of related experience. A postsecondary degree may be used as an alternative for years of direct experience; 2 years for an associate’s degree, 4 years for a bachelor’s degree, 6 years for a master’s degree, 7 years for a professional degree, or 9 years for a doctoral degree.

Preferences:

• A bachelor's degree from an accredited college or university in accounting, finance, business, mathematics, public administration, or a related field
• A current designation from a contract management program, i.e.. Florida Certified Contract Manager

Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office products
• Knowledge of rulemaking guidelines for the State of Florida
• Strong proofreading skills
• Strong organizational skills
• Problem-solving skills
• Strong interpersonal skills and the ability to work effectively with others
• Strong organizational skills and attention to detail
• Effective verbal and written communication skills
• Skill in compiling, organizing and analyzing financial data
• Ability to attend to detail
• Ability to manage multiple tasks effectively

Hiring Range: $54,240 - $67,800

The State Board of Administration is an Equal Opportunity Employer

Successful completion of a pre-employment background check is a condition of employment with the State Board of Administration