State of Florida

Contract Support Specialist II

State of Florida

full-time

Posted on:

Location Type: Office

Location: Palatka • United States

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Salary

💰 $58,601 - $75,836 per year

About the role

  • Manage Palatka construction general assigned consultant contracts
  • Identify needs and provide consultant resources by coordinating with the staff and prioritizing needs
  • Perform related functions including budget management, contract administration, authorizing work orders approval of invoices, and procurement of new contracts
  • Provide Quality Assurance for the Construction Engineering Inspection (CEI) operations to ensure compliance with CEI contract documents, CEI grading, CEI Evaluations, Department procedures, and coordinating contract administration related activities between the Department and the Consultant CEI
  • Responsible for the coordination, development and management of CEI consultant work orders for the CEI contracts and responsible for reviewing and approving the CEI monthly invoices
  • Responsible for processing vendor invoices as required
  • Oversees processing and execution of all Contingency Supplemental Agreements and Field Supplemental Agreements on road and bridge construction projects in accordance with Construction Project Administration Manual (CPAM)
  • Prepares encumbrance of fluids, completes additional required pages and/or forms, performs and final review of the complete package for accuracy, and prepares the package for final submission
  • Reviews the Ad-HOC Report System (Construction Dashboard) for change order and pay item discrepancies for Supplemental Agreements and Work Orders
  • Inputs required data into the Contract Change Tracking System (CCTS) In Site Manager as obtained from the CCTS forms to resolve the Discrepancy Reports, while also reviewing the reason codes for accuracy
  • Receives contract documents, supplemental agreements, and unilateral payment packages and checks for accuracy and completeness
  • Process these documents by coordinating with the District Legal Department and the District Construction Engineer
  • Inputs the particulars of each document into the appropriate database
  • Prepares record retention paperwork for disposal of documents at the appropriate time frames
  • Assists in preparing various monthly, quarterly and yearly reports for Department management
  • Oversees staff using the Electronic Document Management System (EDMS) to ensure that all documents are properly scanned, filed, attributed and distributed
  • Assists with the resolution of payment issues that involve Work Program, the Central Office Comptroller, District Financial Services, District Utilities, District Materials, Central Office Local Fund Agreement Section, and District and Central Office Florida Highway Administration Coordinators
  • Maintains and monitors Encumbrance Status Reports
  • Coordinates with Work Program and Financial Services Offices for requesting funds authorizations as submitted by the Resident Offices for changes to construction contracts
  • Inputs and tracks encumbrance requests submitted to the Contract Funds Management System for authorization
  • Maintains, updates and monitors various construction databases for supplemental agreements and time extension codes
  • Produces reports from these databases
  • Activities contracts and in appropriate databases for use by Resident Offices
  • Evaluates the CEI scope of services for future CEI contracts and any CEI contract changes
  • This incudes assisting in the negotiation of Supplemental Agreement to Consultant CEI Contracts and preparing supplemental agreements, change orders, and contract amendments to cover unforeseen problems during construction of the projects
  • Track and/or participate on Technical Review Committees for construction projects in the District.

Requirements

  • A high school diploma or its equivalent
  • 2 years experience in a related field can substitute for the high school diploma or equivalency
  • Knowledge of the documents used to establish Florida Department of Transportation (FDOT) construction contract changes and Consultant Engineering Inspection (CEI) contract changes
  • Knowledge of the concepts, terminology, principles of road and bridge construction and maintenance
  • Skills in the interpretation of FDOT “Standard Specifications” and “Roadway and Traffic Design Standards”
  • Skilled in the use of personal computers Windows, Word Processing, spreadsheets, email and web-based system applications
  • Ability to effectively communicate (orally and in writing) with contractors, FDOT and CEI staff and the public
  • Ability to work independently and effectively with little supervision
  • Ability to supervise people
  • Ability to understand and apply applicable rules, regulations, policies and procedures relating to Equal Employment Opportunity/Disadvantaged Business Enterprise/On the Job Training programs
  • Ability to utilize problem-solving techniques
  • Ability to plan, organize, and coordinate work assignments
  • Ability to establish and maintain effective working relationships with others.
Benefits
  • Health insurance (over 90% employer paid)
  • $25,000 life insurance policy (100% employer paid)
  • Dental, vision and supplemental insurances
  • State of Florida retirement package
  • 10 paid holidays a year
  • Generous vacation and sick leave
  • Career advancement opportunities
  • Tuition waiver for public college courses
  • A variety of training opportunities
  • Employee Assistance Program (EAP)

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
budget managementcontract administrationquality assuranceconstruction engineering inspectionprocurementdata inputreport preparationdocument managementencumbrance trackingcontract negotiation
Soft skills
effective communicationindependent worksupervisionproblem-solvingplanningorganizationcoordinationrelationship building