CONTRACT MANAGER

Requisition No: 849980

Agency: Management Services

Working Title: CONTRACT MANAGER - 72000296

Pay Plan: Career Service

Position Number: 72000296

Salary: $57,307.64

Posting Closing Date: 04/15/2025

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Contract Manager

Division of Real Estate Development and Management

State of Florida Department of Management Services

This position is located in Tallahassee, FL.

Position Overview and Responsibilities:

This position manages statewide service contracts for the Division of Real Estate Development and Management which entails:

• Reviewing, Approving, and Processing invoices for services received.
• Comparing invoices to contractual obligations and vendor reports for accuracy and allowed expenses.
• Tracking invoices, purchase orders, and expenditures.
• Processing purchase orders and invoices in Ariba on Demand (AOD).
• Monitoring, evaluating, and reporting contractor performance by regularly reviewing performance tracking spreadsheets.
• Maintaining regular communication with the Facilities Managers and contractors through telephone calls, emails, and meetings.
• Ensure statewide reporting spreadsheets on the Division’s “K” drive are completed within specified timeframes and all appropriate corrective actions are completed.
• Maintaining electronic contract files and hard files to ensure all documentation is kept up to date. This documentation can include contracts, amendments, renewals, extensions, insurance, noted deficiencies, etc.
• Conducting periodic announced and unannounced inspections (site visits) at the facilities.
• Documenting noncompliance of contract deliverables.
• Ensuring corrective action plans are in place to address noncompliance issues.
• Following up with the Facilities Managers and contractors to ensure corrective actions have been taken to resolve noncompliance issues.
• Maintaining current certificates of insurance and performance bond renewals.
• Resolving issues with contractors as needed.
• Drafting preliminary amendment and associated routing documents for any changes to the contracts.
• Assisting with draft, review and approval process for new solicitations.
• Some travel is required.
• Incumbents shall coordinate and communicate with appropriate DMS REDM Operations and Maintenance management and staff by meeting periodically with the Bureau Chief, Deputy Bureau Chiefs, and Facilities Managers to discuss contractor performance, noncompliance issues, and corrective actions.
• The incumbent shall be responsible for maintaining assigned reports and dashboards associated with contractor performance.

Knowledge, Skills, and Abilities, including utilization of equipment required for the position:

• Ability to communicate with vendors and hold them accountable.
• Knowledge of statutes, rules, and best practices related to state contracts.
• Skilled in Microsoft Suite software including PowerPoint, Outlook, Word, and Excel.
• Ability to effectively manage state contracts and work with contractors to ensure contract compliance.
• Ability to research, analyze, and communicate specifications, conditions, and regulations pertaining to bids, contracts, and/or pricing.
• Skilled in communicating with others and providing excellent customer service to vendors, co-workers, and other agencies.
• Skilled in measuring, tracking, evaluating, analyzing, and reporting contractor performance.
• Ability to apply and implement rules, regulations, policies, and procedures relating to the purchasing and contracting process.
• Ability to maintain clear and consistent purchasing and contract records.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Skilled in creating efficiencies.
• Ability to use logic and analysis to identify the strengths and weaknesses of different approaches.
• Ability to work independently and as a team member.
• Ability to evaluate information and data to make decisions and solve problems, choosing the best solution.
• Ability to take initiative to handle responsibilities without instructions from others.
• Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, and Teamwork.

Other job-related requirements for this position:

• This position requires prolonged periods of time walking, standing, sedentary work and repetitive motion and ability to drive and/or fly for long distances.
• Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires
• Adheres to safety awareness policies in the workplace, views safety videos when presented and attends required safety meetings. Practices lessons learned daily to avoid accidents.

Minimum Qualifications:

• 5 years of experience in professional procurement, contract management, or another related field. Postsecondary education may be used as an alternative for years of experience on a year-for-year basis.
• Valid driver’s license.
• Ability to travel on occasion.

Preferred Qualifications:

• Florida Certified Contract Manager, Florida Certified Contract Negotiator, or Project Management Professional certification preferred.

Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes:

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.fl.gov
DMS.Veterans@dms.fl.gov
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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.