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DJJ Operations Coordinator

1 month ago

Tallahassee, Florida, United States My Florida Corp Defunct Full time
Job Description

This is an entry-level Contract Manager position, which also includes responsibilities for coordinating work and processing invoices for Department of Juvenile Justice contracts statewide.

Key Responsibilities:
  • Conduct on-going contract management functions to oversee provider service performance and contract requirements.
  • Review all contract monitoring reports to ensure service delivery according to contract terms and conditions.
  • Manage contract compliance deficiencies.
  • Perform month to month fiscal source documentation review on sub-recipient expenditures and reconciliations.
  • Develop and maintain a contract file for each contract the employee is designated as the contract manager.
  • Coordinate the activation and implementation of contracted programs (onboardings).
  • Work with the provider and program area staff to develop a pre-operational plan, when applicable and obtain program area approval.
  • Provide technical assistance to provider as needed.
  • Process provider invoices according to Florida Statutes (F.S prompt pay law.
  • Maintain contract expenditure and budget ledger.
  • Conduct contract reconciliation of expenditures/encumbrances to Florida Accounting Information Resource (FLAIR).
  • Receive, review, and reconciled the Major Maintenance Fund (MMF) bank account statements, as applicable.
  • Conduct administrative compliance review for contracted providers as outlined in policy using Department administrative review tools.
  • Review may include an on-site visit, desk review or checklist as determined by the prioritization and planning tool.
  • Communicate deficiencies to Program Area.
  • Provide technical assistance to provider to remedy deficiencies.
  • Conduct reviews of Provider performance measures.
  • Conduct Monthly contract status updates.
  • Prepare Residential Vacancy Report and Submit Information Resource Requests (IRR), as required.
Requirements:
  • Ability to utilize problem-solving techniques.
  • Ability to work independently.
  • Ability to understand and apply applicable rules, regulations, policies, and procedure relating to operational management analysis.
  • Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
  • Ability to plan, organize, multi-task, and coordinate work assignments.
  • Ability to communicate effectively internally and externally.
  • Ability to establish and maintain effective working relationships with others.
Preferred Qualifications:
  • Knowledge of contract management practices.
  • Experience auditing invoices for state contracted vendors or service providers.
  • Experience in Excel, including balancing and tracking expenditures for contracts.
  • Experience using SharePoint.
  • Bachelor's Degree.