DJJ OPERATIONS COORDINATOR - 80081296 1 1

Requisition No: 875463 | Agency: Juvenile Justice | Location: 2020 Capital Circle Southeast, Tallahassee, Florida 32399

Pay

$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).

Responsibilities

• Conduct ongoing 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 contract draft documents such as scopes of services or the contract itself.
• Responsible for completion of Program Profiles as applicable for contract renewals.
• Coordinate with monitors or other program area staff to complete Program Profile.
• Participate in calls with program area and provider to review Profile.
• Process provider invoices according to 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 General 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 action 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.

Requirements

• Knowledge of accounting principles, practices, and procedures; of State Comptroller's rules and regulations, and Florida Statutes.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to accounting programs.
• Ability to plan, organize, and coordinate work assignments.
• Ability to utilize problem-solving techniques.
• Ability to communicate effectively, both verbally and in writing.
• Ability to design and implement accounting systems.
• Ability to work independently.
• Compliance with Section 215.422, Florida Statutes, Prompt Payment Compliance Law.
• Compliance with Rule 69I-40 General, commodities, contractual service, and 69I-42 travel expenses in accordance with Department of Financial Services.

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 education plans 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. All parts of the profile must be complete and accurate.
• 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).
• If initially hired with an out-of-state license, 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.