Vendor Services Analyst - 31001748

Vendor Services Analyst - 31001748

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies. FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state's efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds.

Position Overview and Responsibilities: This position serves as a Vendor Services Analyst within the Vendor Services Section of the Bureau of Response. The incumbent provides administrative and operational support to bureau leadership and staff, including coordination of scheduling, travel, and vendor-related activities. This position also provides administrative support for budget and procurement-related functions by tracking expenditures and monitoring purchase requests. During activations of the State Emergency Response Team (SERT), the incumbent may be required to support operational activities, including vendor coordination, mission support, and/or assisting the Statewide Mutual Aid and EMAC Coordinator as needed, as well as working non-traditional hours.

Duties include, but are not limited to:

• Provide administrative support to bureau leadership and staff, including managing calendars, scheduling meetings, and coordinating logistics.
• Coordinate travel arrangements for leadership and staff, including reservations, itineraries, and required documentation.
• Schedule and coordinate vendor meetings at the direction of leadership, including communication, meeting logistics, and preparation of materials.
• Assist with tracking bureau expenditures and maintaining supporting documentation for budget-related activities.
• Monitor purchase requests and ensures appropriate budget coding in coordination with leadership and the Financial Analyst Lead.
• Assist with procurement coordination activities, including tracking requests and communicating with internal offices.
• Maintain organized files, records, and tracking tools to support bureau operations.
• Assist with tracking invoices, purchases, and close-out activities to ensure completeness of documentation.
• Provide general administrative support to the Vendor Services Section, including special projects and other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than eight hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee's position description. Employees must be able to deploy to emergency sites with limited advance notice.

Knowledge, Skills, and Abilities:

• Knowledge of general office practices and administrative procedures.
• Ability to organize, manage, and track multiple assignments with attention to detail.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to coordinate meetings, schedules, and travel arrangements.
• Ability to maintain accurate records and documentation.
• Ability to use computer applications such as Microsoft Office (Outlook, Excel, Word).
• Ability to work independently and as part of a team.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Ability to conduct and participate in conferences, meetings, and workshops.

Minimum Qualifications:

• Two years of administrative, clerical, or office support experience; or an associate's degree from an accredited college or university and one year of administrative or office support experience; or a bachelor's degree from an accredited college or university.
• Experience using Microsoft Office Suite (Excel, Word, Outlook) and the ability to learn and navigate FDEM enterprise business systems.

Preferred Qualifications:

• Experience managing travel coordination, scheduling, and organizing meetings or events.
• Experience supporting purchasing, budgeting, or procurement tracking.
• Experience working in an emergency management or operations environment.

Location: Tallahassee, FL, US, 32399