Job Description

Requisition No: 841846 

Agency: Elder Affairs

Working Title: OPERATIONS & MGMT CONSULTANT MGR - SES - 65000081 1

 Pay Plan: SES

Position Number: 65000081 

Salary: $4,132.06-$5,833.34 MONTHLY 

Posting Closing Date: 12/06/2024 

Total Compensation Estimator 

DEPARTMENT OF ELDER AFFAIRS

ELDER OPPORTUNITIES

*****OPEN COMPETITIVE*****

ATTENTION CANDIDATES

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or more  MUST   be addressed on application.
• Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is  unacceptable to use the statement “See Resume” in place of entering work history.
• Periods of employment should be entered with the  most recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position. Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement. 

• If claiming Veteran’s Preference, candidates  MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidates  MUST attach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

PAPER APPLICATIONS WILL NOT BE ACCEPTED BY THE AGENCY. APPLICATIONS MUST BE SUBMITTED THROUGH THE PEOPLE FIRST SYSTEM.

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

We are seeking an enthusiastic individual with a desire to share our Agency’s mission to promote the well-being, safety, and independence of Florida's seniors, their families, and caregivers, and the vision for all Floridians to live well and age well. If you have good judgment, a desire to enrich the lives of others, and share our mission and vision, please consider joining our team.

WHERE YOU WILL WORK :

The Department of Elder Affairs is in the Southwood Office complex in Tallahassee, Florida’s Capital City. Lined with rolling hills, oak trees, and canopied roads Tallahassee combines traditional charm with a modern pace of life. Home to two major universities, Tallahassee has a vibrant art and music scene, stately gardens, as well as a vast number of nature trails for those who love the outdoors. Tallahassee is a highly desirable location for both those seeking their first job and those ready to enter the next exciting chapter in their career. Also, with no state income tax, Florida is a great place to work regardless of where you are on the career ladder. For more information about Tallahassee, please visit: .

BENEFITS OF WORKING FOR THE STATE OF FLORIDA :

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive employee benefits including:

• State Group Health Insurance Coverage;
• $25,000 Life Insurance Policy (100% paid by employer);
• Dental, vision, and other supplemental insurance options available;
• Annual and Sick Leave benefits,
• 10 paid holidays each year;
• Retirement plan options, including employer contributions (For more information, please click
• Flexible Spending Accounts; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click 

DUTIES AND RESPONSIBILITIES:

This position provides leadership and staff supervision for the SHINE (Serving Health Insurance Needs of Elders) program, SMP (Senior Medicare Patrol) Program, MIPPA (Medicare Improvement for Patients and Administrators Act) Program, and Contract Management and Technical Assistance Unit in the Bureau of Elder Rights, Department of Elder Affairs (Department or DOEA). This position serves as the Project Manager for the multiple SHINE service delivery models, which involves the management of grants. This position is managerial, supervising employees, as defined in section 110.205(2)(x), F.S. Incumbent reports to, works with, and assists the Bureau Chief in the duties related to the managerial position including, but not limited to, the preparation and administration of the unit's approximate 7,000,000.00 budget.

Primary responsibility is to oversee STARS (SHIP Tracking and Reporting System) and SIRS (SMP Information and Reporting System) data entry and acts as mentor to other data entry operators/staff as needed. Provides technical assistance to local SHINE program contractors to ensure accurate and timely collection of all counseling and outreach related data. Manages existing SHINE use of the State Health Insurance Program STARS and SIRS system to create reports and data extracts for the Administration for Community Living, the Department of Elder Affairs, the SHINE program, the MIPPA Program, the SMP Program, and consumers. Gains and functionally maintains an understanding of existing data sources and data organization to facilitate the information delivery process to internal and external audiences. Provide analysis and technical research to resolve data integrity issues and respond to staff and volunteer questions.

Oversee grant requirements within deadlines including all report and budget submissions and responses to requests for information. Acts as program liaison with the federal grantor and Department revenue management staff regarding all grant matters. Works with revenue management, budget, purchasing, and SHINE program staff to monitor grant expenditures, and proactively meet grant requirements. Acts as the Authorized Representative for the SHIP, SMP, and MIPPA Grants.

As the Project Manager, provide leadership, coordination, and expertise in the design and development of the SHINE, SMP, and MIPPA Programs. Coordinate activities within the department and with partners from the aging network, state agencies, stakeholder groups and other entities relevant to meeting project objectives. Assume responsibility for a changing mix of duties as administrator of multi-year grants from the Administration for Community Living, and Health and Human Services. Provide technical support and coordination with the grant partners. Communicate grant objectives, outcomes and potential for replication. Monitor the processes used and outcomes produced by the partners in order to assure meeting the grant objectives. Oversee the use of federal funds. As such, assist in the administration of the agency’s budget relative to SHINE, SMP, and MIPPA. Participate in the evaluation of Aging and Disability Resource Centers/Aging Resource Centers (ADRC/ARC) outcomes. Measure performance by tracking and assessing data collection. Translate outcomes into policy, operations, training, forms, and systems modification recommendations.

Oversees contract management of multiple contracts in SHINE, SMP, and MIPPA to ensure the following: compliance with terms of contracts/agreements and the mission of the Department; efficient utilization of funds; provision of appropriate technical assistance to area agencies and other direct recipients of departmental funds; effective management of DOEA programs in accordance with approved area plans; timely response to issues related to contracts, DOEA program management and Area Agency on Aging (AAA) operations; development and provision of training and training materials to meet identified needs of area agencies and service provider staff; alternative solutions to resolve conflicts between area agencies and providers or providers and consumers.

Provide support to DOEA management through the following activities: assist monitoring and quality assurance efforts to assure compliance with established standards, achievement of outcomes, and implementation of corrective action plans or other required measures; review proposed contracts and contract amendments to ensure accuracy of departmental budget allocations and appropriations; analyze confidential information related to budget development and budget allocations for the department and contract providers, personnel records, and consumer records; research issues related to AAA internal operations, program management and service delivery systems; assist in developing and implementing immediate responses or action plans designed to address or resolve problems in an effective, efficient, and timely manner; provide technical assistance as requested for developing program contracts/agreements; participate in workgroups to address specific issues related to the department’s internal operations or administration of programs and services as assigned; and research and develop documents for reports and presentations including, but not limited to, legislative bill analyses and legislative budget requests.

Supervise staff assigned to the programs. As a supervisor, this position may have access to confidential employee information or confidential information that relates to personnel relations and other personnel issues.

Works on special projects assigned which may include representing the Department on other organizations, involvement in workgroups with other agencies, research projects and/or specific analytical assignments.

Acts as the Webmaster for the website. This includes a working knowledge of how to update the website with technical information, update partnerships, counseling sites, and community events. Webmaster role also includes tracking all online volunteer applications and profiles for distribution to the field. Works in partnership with our current website contractor to make improvements as necessary. Manage the SHINE Website database, SHINE Volunteer Directory database, and the SHINE Training database.

Present at local, state, and national conferences on relevant aging topics.

Maintain up-to-date knowledge of federal and state laws and rules pertaining to the oversight of the programs and contract management.

As part of the contract manager’s responsibilities, incumbent is required to maintain continuing professional education and training in the contracting process as deemed appropriate by the Department, including an annual review of the Contract Manual and any updates.

Responds to consumer inquiries to ensure needs are addressed and to assist with the resolution of complaints.

Serves as program representative or lead staff for programs or special projects, boards, commissions, etc. as assigned.

Complies with and monitors (when applicable) the mandatory requirements in Section 215.42, F.S., and Ch 3A-24, Florida Administrative Code. This is a confidential position as defined in Section 447.203(5), F.S.

Complete other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Possess strong written and oral communication skills, required for public speaking and report writing, uses correct grammar, punctuation, and spelling. Is detailed-oriented and able to enter data accurately into a computerized system. Able to negate multiple computer screens, applications, and online research engines. Basic proficiency in Microsoft Windows Operating environments and Office Suite products to include Word, Excel, Outlook, PowerPoint, OneDrive, and SharePoint.

• Ability to prepare clear, concise, and accurate records, reports, correspondence, and other documentation in a logical format within established timeframes.
• Ability to demonstrate a professional and courteous demeanor. Ability to establish and maintain cooperative working relationships with the public and staff. Ability to work independently and with teams at the unit and agency where appropriate.
• Willing and able to make decisions and exercise sound judgment; to accept responsibility for one’s actions and decisions; to adapt to changes in work assignments, procedures, and technology; and to be committed to improving individual performance.
• Willing and able to follow written and oral directions and instructions from management and carry out the directives of people with duly delegated authority.
• Willing and able to resolve any differences with management constructively and accept and abide by management’s directions and decisions.
• Possess strong project coordination abilities. Must be able to produce a high-quality, accurate project within the given deadline.
• Ability to travel statewide. Ability to lift and carry a laptop and associated documents and equipment for training (up to fifteen pounds).
• Understand methods of data collection and analysis; can organize data into logical format for presentation in reports, documents, and other written materials; utilize problem-solving techniques; research, plan, organize and coordinate work assignments.

REQUIREMENTS:

• FCCM (Florida Certified Contract Manager) certification.
• Valid Driver License

SPECIAL NOTES:

Preference will be given to the Department of Elder Affairs employees.

BACKGROUND CHECKS:

Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287 . Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at , that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

The Department of Elder Affairs is an E-Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I-9 Form to confirm work eligibility.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made 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, F.S., Drug-Free Workplace Act.

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