Program Support Specialist 1 - SLMO Program Coordinator/Invoicing Operations

APR Staffing

Vancouver, WA

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JOB DETAILS

SKILLS

Accounting, Accounts Payable, Administrative Management, Application Programming Interface (API), Auditing, Background Investigation, Best Practices, Billing, Business Administration, Business Operations, Calendar Management, Continuous Improvement, Contract Management, Corporate Policies, Customer Support/Service, Documentation, Driver's License, File Maintenance, Financial Analysis, Functional Testing, Identify Issues, Information/Data Security (InfoSec), Interviewing Skills, Meeting Minutes, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Project, Microsoft SharePoint, Microsoft Visio, Microsoft Word, Onboarding, Operational Support, Operations Processes, Outsourcing, Past Due Accounts, Payment Processing, Policy Analysis, Power BI, Problem Solving Skills, Procedure Development, Project/Program Coordination, Promotional Programs, Purchasing/Procurement, Record Keeping, Reimbursement, Research Skills, Root Cause Analysis, Software Administration, Team Lead/Manager, Technical Recruiting, Time Management, Training/Teaching, United States Citizen, VMS Operating System, Vendor/Supplier Management, Willing to Travel

LOCATION

Vancouver, WA

POSTED

3 days ago

Job Title: Program Support Specialist - SLMO Program Coordinator/Invoicing Operations
Job Number: 12002
Location: Vancouver, WA - Onsite
May be required to provide coverage between 7:30am – 4:00pm to answer the helpline and respond to urgent email

Travel: Up to 5% local travel
Length: 5 years

MUST be US Citizen to be eligible to apply for Federal Background Check

Requires Real ID and or Valid Passport to interview

SUMMARY

This Program Support Specialist assignment will provide support across two focus areas: operational support to the Supplemental Labor Management Office (SLMO) (60%) and Contracting Officer Representative (COR) Program and Invoicing Support to the COR Support Team (40%).
The assignment will provide data and document maintenance, procurement file maintenance, process compliance, and customer assistance as well as facilitate the day-to-day operations and full lifecycle oversight of the SLMO Operations and COR Support program. The assignment will provide program support to internal and external organizational clients including the SLMO Manager, Contracting Officer, Operations Team Lead, COR Support Team, corporate managers and multiple COR’s in administering procurement, COR customer support, and programmatic activities that directly impacting the realization of corporate goals

POSITION RESPONSIBILITIES

Supplemental Labor Program Coordination (60%)

Monitor and coordinate the daily transactions of the supplemental labor program including the requisition/submittal process and candidate placement, time and expense sheet approval processing, tracking annual required training, day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS), known as Fieldglass.
Act as point-of-contact for corporate managers, assisting them through the procurement description (API), job posting, interview, candidate shortlisting, and candidate selection process. This includes answering and responding to inquires on the SLMO Helpline.
Facilitate the on-boarding, assignment maintenance and off-boarding and transition of contract personnel to new assignments. This includes, providing support functions for the entire lifecycle of assignments.
Maintain on-going communication with both internal organizational clients and external suppliers while maintaining confidentiality of the supplemental labor procurement process. This includes providing training to Fieldglass users, advising both internal and external clients of program policies and procedures, and coordinating the flow of documentation between SLMO and its supplier partners.
Recommend and draft process solutions to increase the efficiency and effectiveness of SLMO operations, leveraging industry knowledge and best practices. Draft process tools promoting effective coordination of the records, process maps and operating procedures.
Perform operations program coordination tasks associated with special projects, such as: participation in Kaizen events, Supplier 101 Training, cross-organizational outreach/training, participation in supplier calls and/or special events, participation and promotion of program improvement implementations.
Provide operational and program support for SLMO Operations Team Lead, SLMO manager, Senior Policy Analyst and co-located Contracting Officer. Support tasks may include: drafting meeting agendas; taking notes, scheduling meetings and organizing and maintaining SLMO records and files
Obtain, collect, and/or request appropriate documentation as required for procurement files as per procedures. Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a need to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.

May be requested to facilitate onboarding and off-boarding outsourced contract workers (non-CFTE).

COR Program and Invoicing Support (40%)

Review daily reports to validate the intake of vendor invoices from both external and internal payment processing systems; as needed, verify against corporate Accounts Payable (AP) requirements and other applicable references to confirm “proper invoice” status.
Assist internal and external stakeholders as needed with invoice verifications and routing to allow for COR approval and follow-on processing actions, meeting the requirements of the Prompt Payment Act (PPA).
Conduct necessary research to identify the root cause of stalled or returned invoices, including improper routing and issues flagged by AP, such as missing invoices or discrepancies between invoices and system entries.
Provide troubleshooting assistance for CORs, resolving issues related to locating invoices, verifications, and navigating the invoice rejection process within internal and external processing systems.
Provide front-line customer service to stakeholders, including vendors, internal employees, and team members by routinely answering questions, inquiries, and providing timely status updates via phone or email; forward more complex calls and issues to higher-level personnel for resolution when appropriate.
Complete assigned tasks for internal reporting and tracking related to COR programmatic, operational, and training initiatives, including regularly downloading reports from internal and external sources for data feeds and application updates, and verifying functionality of SharePoint hyperlinks.
Conduct initial outreach, coordination, scheduling, and support for in-person or online meetings for COR File Quality Reviews.
Perform daily and regular monitoring of designated internal and external invoice platforms and Power BI reports to identify and address exceptions, including past-due invoices and non-progressing statuses.
Monitor a shared email inbox, verify the critical triage, categorization, and accurate assignment of stakeholder inquiries and action items to relevant team members, facilitating seamless workflow continuity.
Send prepared emails from a shared inbox on behalf of the COR Support team to CORs and other stakeholders, such as required training reminders, invoice processing and review, and other context related to COR programmatic, operational, and training initiatives.
Send prepared emails from a shared inbox on behalf of the COR Support team to CORs and other stakeholders, such as required training reminders, invoice processing and review, and other context related to COR programmatic, operational, and training initiatives.

Participate in the continuous improvement of invoicing procedures by drafting, recommending, and implementing changes to guidelines and processes to enhance efficiency

Education & Experience

Associate’s or Bachelor’s degree in Business Administration, Business Management, Business Operations or a related field is preferred
2 years of experience is required with an applicable Bachelor’s Degree.
4 years of experience is required with an applicable Associate’s Degree.
6 years of experience is required without an applicable degree.
Experience must be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.

Required Skills & Experience

Intermediate to Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word.
2 years of mid/high-level, process-driven customer service experience or experience in operational support positions.
Candidate must be capable of applying a diversified knowledge of principles and practices in assigned technical areas

Preferred Skills & Experience

Vendor Management System (VMS) software familiarity and VMS operational experience (buyer side preferred)
Financial analysis or accounting experience
Invoice review and processing experience
Basic familiarity with SharePoint, Visio and MS Project (or similar)

Additional Requirements:

Valid U.S. Driver’s License is required
May be required to provide coverage between 7:30am – 4:00pm to answer the SLMO helpline and respond to urgent email

Pre-Employment Requirement
All employment offers are contingent upon successful completion of our pre-employment screening that may include drug testing, background/criminal check, and if applicable, must meet eligibility requirements for access to classified information.

APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

About APR Staffing
APR Staffing was born from the merger of two well-respected technical staffing firms in Portland. ieSolutions and Data Resource Group. Both companies have recently been award winners for the Portland Business Journal's Fastest-Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest-growing and most-respected professional and technical staffing companies in Oregon and Southwest Washington.

Collaborating with our customers, we augment their workforce with technical and administrative professionals. We provide only high-caliber, professional-grade resources throughout the Pacific Northwest.

About the Company

APR Staffing

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