Job Description

Title: Procurement & Contracts Administrator

Reports To: Chief of Operations and Finance

Supervises: None

FLSA Status: Exempt

Grade Level: 14

Salary Range: $76,973-$98,354

Remote/Hybrid: Hybrid Remote

About the FDDC

The Florida Developmental Disabilities Council (FDDC) is a federally funded organization working to promote independence, self-determination, inclusion, and quality of life for individuals with developmental disabilities in Florida. The Council administers state and federal funds to support innovative projects and system change initiatives that enhance opportunities for Floridians with developmental disabilities.

The Procurement & Contracts Administrator is responsible for coordinating and administering the Florida Developmental Disabilities Council’s (FDDC) procurements, contracts and related administrative processes. This position manages procurement and contract documentation, timelines, compliance tracking, amendments, and records management while supporting procurement activities as needed. The role ensures adherence to state and federal regulations, Council policies, and grant requirements while providing administrative support for the Council’s procurement and contracting lifecycle.

This position ensures compliance with state and federal laws, Council policies, and the requirements of the Developmental Disabilities Assistance and Bill of Rights Act (DD Act). The role supports the Council’s mission to promote innovative programs and services that improve the quality of life for individuals with developmental disabilities through effective fiscal and contractual stewardship.

Essential Duties and Responsibilities

Contract Administration and Coordination

• Prepare, process, track, and maintain contracts, amendments, MOUs, and related documentation.
• Coordinate contract routing, approvals, signatures, and execution timelines.
• Maintain accurate electronic and physical contract files in accordance with retention requirements.
• Monitor contract expiration dates, renewals, insurance certificates, and required documentation.
• Track deliverables, reporting deadlines, and compliance requirements for contractors and subrecipients.
• Assist program staff with contract forms, templates, and administrative procedures.
• Assist with Subrecipient year-end budget reconciliation process, in collaboration with the Chief of Operations and Finance.
• Ensure standard operating policies and procedures are updated as processes evolve and change.

Compliance and Documentation

• Ensure contract files are complete, organized, and audit-ready.
• Conducts administrative and programmatic contract monitoring to ensure that providers are timely and adequately meeting contractual terms and conditions. In addition, ensure compliance with federal and state grant requirements.
• Support audit preparation and records requests related to contracts and procurement activities.
• Maintain standardized contract templates and administrative procedures.
• Ensure standard operating policies and procedures are updated as processes evolve and change.

Procurement Support

• Oversee the procurement process from draft solicitation to award.
• Provide administrative support for procurement activities including RFPs, RFQs, and ITBs.
• Assist with solicitation posting, vendor communications, proposal tracking, award notification posting and documentation.
• Coordinate procurement records and maintain vendor files.
• Support procurement timelines and compliance with applicable regulations and policies.
• Ensure standard operating policies and procedures are updated as processes evolve and change.

Qualifications

Education and Experience

• Bachelor’s degree in Business Administration, Public Administration, Finance, or related field required.
• Minimum of three (3) years of experience in contract administration, procurement support, grants administration, or related operational functions, preferably in a governmental or nonprofit environment.
• Experience working with state or federally funded programs and Uniform Guidance (2 CFR 200) strongly preferred.

Preferred Certifications

• Certified Contract Manager (CCM)
• Certified Professional Public Buyer (CPPB)
• Certified Public Procurement Officer (CPPO)
• Project Management Professional (PMP)

Knowledge, Skills, and Abilities

• Working knowledge of procurement and contract administration practices, in accordance with state and federal procurement rules and procedures, and state/federal grant compliance requirements.
• Strong administrative, organizational, and records management skills with a high attention to detail.
• Excellent written and verbal communication skills, including the ability to prepare and edit RFPs, contracts, and reports.
• Proficiency in Microsoft Office Suite and electronic procurement and contract management systems (e.g., SharePoint, DocuSign, or similar).
• Ability to interpret and apply regulatory requirements and policy guidelines.
• Skilled in balancing multiple priorities and meeting tight deadlines while maintaining accuracy.

Working Conditions

• Full-time position based in Tallahassee, FL.
• Hybrid work environment (onsite and remote work flexibility as approved).
• Occasional travel required for Council meetings, trainings, or site visits.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer, requisites of the job, and /or funding for the Organization involves change.

FDDC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.