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State of Florida · 1 week ago

CHIEF OF BUSINESS SUPPORT SERVICES - 72001663

Tallahassee, FL

Full-time

Onsite

Director/Executive

$93K/yr - $100K/yr

7+ years exp

The State of Florida's Department of Management Services is seeking a Chief of Business Support Services to oversee procurement, financial management, and administrative support functions. This professional management level position is responsible for strategic planning, budget management, and ensuring effective operations within the division.

Government Administration

Responsibilities

Providing statistical analyses of real estate projections including standard deviation, regression testing, trend analyses, main, medium and mode analyses and other strategic functions

Administers and directs the planning, forecasting and determining the need for releases of FCO funds and securing releases for design, bidding or construction phases of these projects

Directs the preparation of the releases for design, bidding or detailed back-up data for forecasts and estimates and submits them to the Governor's Office of Policy and Budget during their review and approval period

Administers and directs the implementation of amendments and adjustments of budgets as necessary

Directs the preparation of annual budget requests for the Program's operating budget

Administers the implementation of assisting field offices and sections in developing, monitoring and maintaining their operating budget providing input and recommendations

Directs the writing of budget issues and amendments and requests from DMS budget office on specific issues such as financial analysis of revenue or expenditures

The implementation of procedures to effect the planning and budgeting program, for the division

Develops, coordinates and implements budgeting measures and criteria to be used in evaluating programs

Administers workload statistics for presentation in planning and budgeting documents, analyzes and interprets the FCO budgets furnished the agency by the Governor's Office of Policy and Budget pursuant to legislative appropriations and serves in a liaison capacity between the agency or division, the agency for which the funds were appropriated, the Governor’s Office of Policy and Budget

Operating budget (all categories) and quarterly projections to ensure proper expenditure rates

Develops and manages the annual spend plan including reviewing and approving all service requisitions, travel, training and other items needed by employees

Administering all aspects of the division’s building construction and service contracts, including but not limited to: Information gathering and market analysis

Development of procurements

Contract administration, management and monitoring

Invoice review and approval

Data tracking, reporting, and analysis

Ensuring vendor accountability and performance

Working closely with other units to ensure contracted services are meeting the needs of the division within allocated budget

Oversee the Deputy Bureau Chief of Business Support Services that manages: The Administrative Support Section Responsible For: Reviews, approves and tracks delivery status for all supply orders and ensures there are funds for supply orders before approving

Works with contract unit and others in developing, procuring, managing, monitoring and other duties associated with the contracts for services

Responsible for processing payments for contractual services

Procuring labor and materials using DMS issued Purchasing Card and following DMS and state guidelines for the procurement of services and material

Processes and process improvements, business planning

Policies and procedures, internal audit process, operational direction and strategies

Professional development, division training, onboard/offboarding, succession planning, performance expectations

Legislative research, planning, and development of policies and initiatives for the division and rule promulgation

The incumbent in this position is responsible for managing emergency response during and after scheduled work hours

Incumbent is responsible for coordinating the work activities of subordinates

Participate in emergency response as required

Manage and supervise day to day operations and staff as required

Communicate clearly and frequently with staff to ensure mission and tasks are clear

Provide prompt and courteous customer service

Incumbent provides general administrative duties including the writing of employee performance evaluations and review of work related performance

Addresses employee performance issues promptly and uses corrective action to resolve performance problems

Recommends disciplinary action if necessary and provides recommendations for training and continued education

Works with Division Human Resource Liasion to document performance related issues

Performs employee Performance Planning and Review within designated time periods in accordance with DMS procedures

Supervises subordinates, reviews and approves timesheets, purchasing card procurement documentation

Trains and evaluates employees on job safety awareness, proper care and use of equipment, periodic review of policies and procedures to reinforce DMS directives and policies

Ensure subordinates receive the required training when appropriate approvals and funding have been acquired

Ensures leave requests are submitted and approved in accordance with established DMS rules and procedures

Qualification

Financial ManagementProcurement ManagementStrategic PlanningBudget ManagementContract AdministrationVendor ManagementCustomer ServiceTraining ExperienceCommunication SkillsTeam Leadership

Required

Experience establishing organizational goals and performance metrics aligned to those goals

Strong budget and contract management skills, as well as excellent negotiation skills

Experience managing vendor relationships and holding vendors accountable

The ability to influence and motivate various team members in participation of our operations and construction programs

Proven record of demonstrating excellent internal and external customer service

Demonstrated history of success in staff team building and leadership development including the assessment of staff abilities, the implementation of staff developmental goals, and the alignment of individual and unit goals with those of the organization as a whole

Strong personal and professional motivation to produce results aligned with the department's goals and objectives

Ability to model behaviors of Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork

Valid driver's license

Minimum of seven years of progressive experience and responsibility in a business administration field, three of which were holding a supervisory position directing a multi-functional staff

This position requires sedentary work and repetitive motion

Ability to drive and/or fly long distances

Adheres to safety awareness policies in the workplace, views safety videos when presented and attends required safety meetings. Practices lessons learned on a daily basis to avoid accidents

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

Preferred

Knowledge of the principles and practices of government procurement; knowledge of applicable rules and laws as well as Florida's purchasing process is preferred

Excellent written and verbal communication skills; training and presentation experience preferred