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❖ Position Summary:Deputy Director of Operations, Division of State Purchasing
The Deputy Director of Operations is responsible for managing the business functions of the division, including: budgeting, data analysis, performance measurement, strategic planning and human resources, as well as the division’s training and governance functions. The Deputy Director of Operations is also responsible for the day-to-day and contract management of the State’s online eProcurement resource known as MyFloridaMarketPlace. A successful Deputy Director of Operations within the Division of State Purchasing will be:
• A big fan of data: collecting it, analyzing it, communicating its significance and using it meaningfully in the decision-making process;
• Inspired by the challenge of modernizing government services, whether that be through strategic planning, process improvement, or the adoption of technology;
• Experienced in the arena of market analysis, procurement and contract management, and passionate about helping others grow in their understanding of these fields.
• An effective manager of people and processes;
• Well-versed in government budget cycles and the unique budgetary limitations associated with government.
• Naturally wired to build and maintain positive customer relationships; and
• Adept at balancing a variety of very different functions simultaneously.
❖ Pay Range:$90,000 - $100,000
❖ Organization Background:The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing various business-related functions throughout state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, telecommunications, private prisons, and fleet and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain, and improve the business processes used by state employees to create a better, not bigger, government. DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.” Under the leadership of DMS Secretary Jonathan Satter, DMS’ employees embody four pillars on a daily basis: establishing a process-oriented mindset; challenging the status quo; creating efficiencies; and respecting state employees. Learn more about the business and workforce arm of Florida government here: http://www.dms.myflorida.com/.
❖ Location:With its canopied roads shaded by moss-draped oaks, temperate climate, and award-winning state park system, Tallahassee is truly a gem within Florida — a state that has created more than 1.3 million private sector jobs since 2010 and offers its workers an excellent quality of life with no state income tax. Tallahassee is home to two major universities, a community college, the epicenter of state government, hundreds of industry association headquarters, and multiple private-sector interests. It is in close proximity to the crystal-clear waters of Destin and Mexico Beach, the old-Florida charm of St. George Island, the Nature Coast, and the hospitality of several quaint South Georgia towns. Explore upcoming events and activities in Tallahassee: www.visittallahassee.com.
❖ Position Responsibilities:Manages the Division of State Purchasing, Business Operations unit. This includes overseeing the MyFloridaMarketPlace, the Office of Supplier Diversity, and Governance & Training programs.
Specific responsibilities of the Deputy Director of Operations include, but are not limited to, the following:
❖ Budget Management
• LBR – Develop budget requests for needed funding for State Purchasing initiatives, monitor LBR requests, and provide information in response to questions on legislative budget issues.
• Budget - Forecast, track, and report the DMS revenue stream associated with the Transaction Fee.
• Spend Plan – Work with the State Purchasing Data Analyst to develop, maintain, monitor, and update the Division’s spend plan and spend projections.
• Expenditures – Work with the State Purchasing Data Analyst to review, track, approve, and monitor expenditures for the Division.
❖ Governance
• Rules - Assist Governance Manager with the review, drafting, and modification of the Division’s rules.
• Public Records Requests - Provide support and oversight for all public record requests, and work with Governance Manger, the Division of Purchasing, and the Office of General Counsel to ensure timely responses.
• General Legal Questions - Assist Governance Manager and the Office of Special Counsel with general inquiries about statute and rule, as related to public procurement.
❖ Professional Development
• Curriculum - Provide direction to Professional Development unit to include course/curriculum review and recommended changes.
• Deployment – Validate expenditure availability with training schedule and monitor and manage expenses related to training activities.
• Communication – Ensure adequate communication with various levels of leadership within the agencies to include presentations/representation at Administrative Director meetings and Purchasing Director meetings.
❖ MyFloridaMarketPlace
• Oversight – Provide guidance and direction on contract management and operational issues.
• Liaison – Facilitate communication between the MFMP Program, leadership, and other stakeholders including DFS, AST, and DMS IT. Champion application utilization.
• Project Oversight – Assist with the development of Florida PALM and the integration points with MFMP.
• Financial Oversight – Reconcile charges from the SSRC for the MFMP system and continue exploring operational efficiencies with hosted services at the SSRC (e.g. backups, technology changes, and hardware work orders).
❖ Office of Supplier Diversity
• Oversight – Provide guidance and direction on Office programs, services, initiatives, and activities.
• Liaison - Foster positive stakeholder relations, successful coordination, and clear communication among statewide Minority Business Enterprise programs and the Office.
• Project Oversight – Provide guidance and direction for process improvement initiatives, and improving internal controls related to application processing.
• Strategy – Provide guidance and direction for developing strategic goals and partnerships with stakeholders.
❖ Other
• Measures – Work with agency strategic planners to track and monitor performance measures for the Division.
• Planning – Work as needed with leadership and division staff to provide project management, reporting, and data analysis support for special projects (e.g. M.A.P.S., solicitation scheduling, public event preparation, legislative initiatives, and policy changes.)
• Other Special Projects – Work with stakeholders as requested for other special projects assigned to the Division (e.g. interns, auditors, and NASPO).
• Communication – Facilitate communication and cooperation between the various units within State Purchasing. Educate staff on the interdependencies, identify areas where efforts are duplicated and could be streamlined.
• Reporting – Develop and validate reports associated with the OSD, Professional Development, and MFMP, including legislative requests, legislative reports, reports requested by DMS Executive Leadership, etc.
• Vendor Accountability – Work to improve the identification of gaps on the Transaction Fee process and track vendor accountability and payment.
• Fund Analysis – Estimate fiscal impact to changes in the Transaction Fee as it relates to State Purchasing’s TF.
• Division Representation – Represent SP at various venues with stakeholder groups. Presenting information and facilitating communication with stakeholders and procurement associations.
• Vendor Management – Assist with the management of the MFMP vendor. Review performance, gaps, and operational changes necessary beyond daily program management.
• Supervision – Supervise staff, assign work, assess progress, provide development plans, communicate, evaluate, and work towards improving the culture of the Division.
• Inventory Management – Monitor and maintain computer and software inventory for staff. Assist with inventory reconciliation.
❖ Candidate Profile Experience: The Deputy Director of Operations should possess the following qualifications:
• 10 years of progressively responsible experience in the business, accounting, or statistical field.
• Experience in mining and analyzing data for decision-making and reporting purposes.
• Experience with the State of Florida budget process, including the compilation of agency Legislative Budget Requests.
• Experience with state procurement law and processes and the ability to apply this knowledge in support of procurement practice. Specific experience with MyFloridaMarketPlace is a plus.
• Previous experience establishing organizational goals and performance metrics aligned to those goals.
• Experience establishing an environment of financial and service accountability.
• Experience managing vendor relationships and holding vendors accountable.
• Demonstrated ability to motivate individuals and teams to perform at a high level and to embrace change.
• Management experience, providing employee and peer feedback designed to hold the organization accountable.
❖ Education: A Bachelor’s degree in Business Management, Public Administration or similar field is required.
❖ Reporting Relationships:The Deputy Director of Operations reports directly to the Director of State Purchasing.
❖ Recruiting Contact:Karen Beard Recruiter Florida Department of Management Services Telephone: 850-487-1502 Email: [email protected]
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses.
An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at 850-488-2707. DMS requests that applicants notify HR 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, Florida Statutes, Drug-Free Workplace Act.
The State of Florida and DMS participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
Successful completion of a background screening will be required for this position.
