Contract Manager (Safety and Emergency Services)

Classification Title: Management Analyst, E19

Location: 10750 Ulmerton Rd., Largo, FL 33778

Schedule: Monday - Friday; 8:00 AM - 5:00 PM

 

Are you an analytical person with strong administrative skills?  The Department of Safety and Emergency Services is looking for an individual that would like to serve the community on a team of professionals and assist with managing highly technical contracts, agreements, and grant management.

This department has four operational divisions, the Regional 911 Communications Center, EMS & Fire Administration,  Financial Services inclusive of Ambulance Billing, and Support Services. The position will be with the Support Services division that supports the operational divisions.  SES provides emergency response services to Pinellas County and enters into numerous contracts and agreements with third party vendors to provide these services.  

This position performs analytical and administrative work involving systems, operations, management research, and/or quality assurance. An employee in this class is responsible for the development, coordination and implementation of work standards, methods and procedure improvements and the overall assessment, of procedures and practices in assigned areas and serves as a Contracts/Contracting departmental expert. Work requires exercising independent judgment in determining recommended courses of action and in the development and presentation of materials. The incumbent is responsible for creating, tracking, maintaining, enforcing, and terminating a high volume of contracts and agreements for a variety of products and services, along with collecting a wide range of information and data about the department to write grant proposals that meet department goals and objectives.

 

What Would You Do?

• Drafts, evaluates, negotiates, and executes contracts and agreements.
• Determines and monitors contract deliverables, timelines, and payment terms.
• Ensures funding is identified and appropriated for applicable contracts prior to execution. Demonstrates an understanding of funding/budget streams to support each contract.
• Maintain and update department contract database.
• Works on the development and implementation of new and improved agreements, deliverables, procedures, techniques and methods to adjust to the changing requirements of on-going programs.
• Maintains a high level of awareness regarding the life cycle of all contracts and assures that they are closed, replaced or extended according to business needs and contract terms.
• Communicates with all relevant parties to provide visibility, awareness, and initiation of binding contracts and agreements.
• Acts as an intermediary between stakeholders and the divisions on contractual matters.
• Develops and implements procedures for contract management in compliance with laws, rules, regulations, and general contractual principles.
• Monitors financial obligations of contracts for appropriate spend down and utilization.
• Participates in the budget process to ensure all contracts are accounted for in the upcoming fiscal year.
• Responsible for all activities related to SES Grant writing, and management including Grant reporting and compliance.
• Gathers analyzes and integrates research to support grant proposals.
• Participates in the resolution of critical and difficult problems or issues.
• Investigates and defines problem areas, conducts studies and prepares reports recommending solutions or course of action.
• Understands division and departmental needs and works with County Purchasing to facilitate procurement processes.
• Works with Risk Management Department to coordinate contractual insurance requirements.
• Works with the County Attorney to ensure compliance with laws and regulations.
• Guides Managers and Subject Matter Experts (SME) through contracting processes.
• Performs related work as assigned or required.

 

Position Specific Requirements

Experience: Management, operations, administrative analysis work, and contract management with at least (1) year of program/project management, management operations, information technology or 911 emergency response systems with experience as a team leader or supervisor.

Education:  Degree in public administration, business administration, or a related field as described in experience above.

• • At least 8 years of experience as described above.
  • Associate’s degree as described above and at least 6 years of experience as described above.
  • Bachelor’s degree with course work as described above and at least 4 years of experience as described above.
  • Master’s degree as described above and at least 2 years of experience as described above.
  • An equivalent combination of education, training, and/or experience.  
  • Possession and maintenance of a valid State of Florida Driver’s License upon hire with eligibility based upon evaluation of a Motor Vehicle Record (MVR) driving report.
  • Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

 

Highly Desirable

• Experience working for a local government (municipal or county) with knowledge of public administration methods, principles and practices.
• At least one year of experience working in the emergency services (911 Communications, EMS & Fire Administration or Law Enforcement)
• Experience working through all aspects of the contract management life cycle.
• Experience in negotiating contractual arrangements.
• Experience in organizing, prioritizing, and developing a large volume of contracts and agreements simultaneously.
• Strong communication, analytical, facilitating and leadership skills.

 

Knowledge, Skills, and Abilities

• Knowledge of county programs, administrative practices and procedures.
• Knowledge of research techniques, methods and procedures to develop best practices.
• Knowledge and understanding of all aspects of the assigned division.
• Knowledge of the principles, practices and procedures of public and business administration.
• Knowledge of governmental accounting principals.
• Skill in advanced leadership techniques and practices to evaluate and determine organizational goals and objectives, maximizing effectiveness of organizational work.
• Ability to apply computer applications and software.
• Ability to establish and maintain effective working relationships as necessitated by assignments.
• Ability to analyze difficult problems and make appropriate recommendations clearly and concisely, orally and in writing.
• Ability to operate a personal computer and other automated systems to enter and retrieve information, monitor work performed, and communicate information in reports.
• Ability to establish and maintain effective working relationships with superiors, fellow employees, citizens and others.
• Ability to resolve conflicts tactfully and professionally.
• Ability to remain flexible; learn and adopt new processes, procedures, methodology, and business principles.
• Ability and desire to learn and advance job knowledge.
• Ability to work effectively in teams.
• Ability to write clearly and concisely.
• Ability to communicate effectively, both written and orally, and to make effective presentations to a variety of groups.
• Ability to interact effectively, establishing good working relationships with staff, other county organizations, agencies, state officials, consultants, contractors, and the public.
• Ability to apply computer applications and software.
• Ability to plan, supervise and coordinate technical and administrative programs.
• Ability to address civic organizations or other public or private groups on subjects relative to section projects.
• Strong writing skills for grant writing.

 

Our benefits rank among the top in the area!

• Comprehensive medical coverage at a low cost:

2024 Medical Plan Premiums

Choose from two medical plans which offer the same low premiums and include medical care, prescription coverage, behavioral/mental health and vision care.

Coverage	Biweekly Cost
Employee Only	$13.09
Employee and Spouse or Domestic Partner	$151.16
Employee and Child(ren)	$120.60
Family	$247.67

 

• Benefits package includes health, vision, prescription, dental, life insurance, disability, and Flexible Spending Account (FSA) options
• Florida Retirement System (FRS): Choose the Investment Plan or Pension Plan
• Generous leave time including 9 to 11 paid holidays, 2 floating holidays, 2 personal days (pro-rated), and 15 days of annual leave the first year
• Tuition reimbursement up to $2,800 per year
• Wellness Program including a Wellness Center, gym discounts, and classes.
• Deferred compensation plans from four providers
• To learn more, see What We Offer