DJJ OPERATIONS COORDINATOR - 80081296

Florida; Tallahassee (FL); On-site; USD 45,000 - 55,000; Full time

Job summary

The Department of Juvenile Justice in Tallahassee, FL is seeking an Operations Coordinator to oversee provider contracts and performance. This role manages contract files, monitors compliance, reviews invoices, and coordinates program activations, ensuring timely and accurate administration.

Ideal candidates will have a bachelor’s degree in a related field, 3 years of contract management experience, and the ability to travel as needed.

Qualifications

• Contract management experience and oversight of provider service performance.
• Ability to review contract terms, maintain files and audit readiness.
• Experience processing invoices and reconciling expenditures.

Responsibilities

• Oversee contract compliance and deficiencies with program staff.
• Coordinate activation of contracted programs with internal and external partners.
• Close out contracts and ensure final payments are processed.

Skills

Contract management

Budgeting

Communication

Education

Bachelor's degree in education, public administration, business administration, or related field

Tools

JJIS

Job description

Requisition No:885815

Working Title: DJJ OPERATIONS COORDINATOR - 80081296

The Department of Juvenile Justice salutes our heroes.

We are honored to have the opportunity to support our nation's veterans and their families.

We value the service given to our country and support the hiring of service members and military spouses.

LOCATION, SALARY & CONTACT INFORMATION:

Location: 2020 Capital Circle Southeast, Tallahassee, Florida 32399

Starting Salary: $1,780.37 Bi-Weekly. (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee's current rate, whichever is higher).

Contact Person: Susan Bosse - [phone] ; [e-mail] Ja'Keria Greene - [phone] ; [e-mail]

DUTIES AND RESPONSIBILITIES:

Conduct on-going contract management functions to oversee provider service performance. Serve as a primary contact between the Department and the service provider/program. Review all contract monitoring reports to ensure service delivery according to contract terms and conditions. Communicate contract compliance issues to program area and provider staff in a timely manner. Review, approve, and maintain provider subcontracts and agreements prior to their execution. Develop and maintain a contract file for each contract for which the employee is designated as the contract manager. Ensure all contract related documents are accessible for audit and review purposes. Provide informal technical assistance to provider as needed. Work with program area as needed to review contracts draft documents such as scopes of services or contract itself. Responsible for completion of Program Profiles as applicable for contract renewals. Coordinates with monitors or other program area staff to complete Program Profile. Participates on call with program area and provider to review Profile.

Process provider invoices according F.S. 215.422 prompt pay law. Work with provider to ensure required documentation is submitted with invoices. Verify service delivery via Juvenile Justice Information System (JJIS) and census reports when applicable. Maintain contract expenditure and budget ledger. Conduct reconciliation of contract file expenditures/encumbrances to Florida Accounting Information Resource (FLAIR). Receive, review, and reconcile the Major Maintenance Fund (MMF) bank account statements, as applicable. Maintain MMF contract expenditure and budget ledger to track deposits/debits/interest charges.

Coordinate the activation of contracted programs. Work with the provider and program area staff to develop a pre-operational plan when applicable and obtain program area approval. Work with other Department offices such as Generals Services, Information Technology, Background Screening Unit (BSU) and Talent leadership and Culture (TLC) to ensure all activation requirements and needs are met. May require work with outside community based, government, county, and city entities to ensure service requirements are met and available. Provide guidance and direction to the provider on contractual requirements.

Manage contract compliance deficiencies. Coordinate and communicate with program monitor and program area staff to ensure deficiencies are followed up on and that technical assistance is being provided as needed. Track progress on corrective actions plans and impose consequences if so, directed by program area. Ensure documentation of all deficiency related items is maintained appropriately.

Conduct administrative compliance review for contracted providers as outlined in policy using Department administrative review tools. Reviews 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.

Oversee closure of services with the provider and complete a contract file closeout. Validate that all deliverables have been provided and reconcile expenditures and ensure all final payments have been processed. Coordinate with program area and other department offices such as General Services, Office of Health Services (OHS), Information Technology, and the Data Integrity Officers (DIO) to ensure all equipment and property is accounted for, all medical and mental health issues are handled, youth records are returned to the Department, all provider system access has been disabled, and all records and computer equipment has been accounted for and properly cleansed. Communicate with provider and program area on status of closure.

Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of accounting principles, practices and procedures; of State Comptroller's rules and regulation and Florida Statutes. Ability to understand and apply applicable rules, regulations, policies and procedures relating to accounting programs; to plan, organize and coordinate work assignments; to utilize problem solving techniques; to communicate effectively, both verbally and in writing; to design and implement accounting systems; to work independently.

This position is required to comply with Section 215.422, Florida Statutes, Prompt Payment Compliance Law. Comply with Rule 69I-40 General, commodities, contractual service and 69I-42 travel expenses in accordance with Department of Financial Services.

PREFERRED QUALIFICATIONS:

A bachelor’s degree from a college or university in education, public administration, business administration, or a related field.

Three years of project or contract management experience, preferably within an educational context. Experience reviewing and evaluating educationplans and deliverables for content accuracy and alignment with standards. The ability to travel.

Possess a valid driver’s license.

SPECIAL NOTES:

Incomplete Candidate Profiles will not be accepted. Please make sure that all parts of the profile are complete and accurate. ‘See Resume’ is not an acceptable response, and all periods of employment and non-employment should be included with correct end of employment dates.

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions. DJJ participates in E-Verify (Employment Eligibility). When identified on a position description, a valid driver license is required. If initially hired with an out-of-state license, the Florida residents must obtain a valid Florida state driver license within 30 days of hire. Licenses suspended or revoked for any reason; work permits (Business purpose/Employment/education only license) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.

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.

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.

Location:

TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.