Program Support Specialist 1

First Tek, Inc.

Vancouver, WA

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JOB DETAILS

SKILLS

Administrative Management, Administrative Policies, Administrative Skills, Adobe Acrobat, Analysis Skills, Asset Management, Auditing, Budgeting, Business Administration, Business Operations, Car Rentals, Car Reservation, Card Processing, Cellular Telephone, Computer Workstations, Conferences, Contract Management, Credit Union, Customer Service Operations, Customer Support/Service, Data Analysis, Data Entry, Data Quality, Detail Oriented, Documentation, Driver's License, Editing, Establish Priorities, Event Management, Facilities Management, Fax Machines, Federal Contracts, Federal Laws and Regulations, File Maintenance, Government, Human Resources, Internal Audit, Logistics, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Project, Microsoft SharePoint, Microsoft Visio, Microsoft Word, Onboarding, Operations, Operations Processes, Organizational Skills, People Management, Plan Meetings, Policy Development, Problem Solving Skills, Procedure Development, Process Improvement, Project Planning, Project Tracking, Proofreading, Record Keeping, Records Management, Regulations, Regulatory Compliance, Reimbursement, Shipping/Receiving, Spreadsheets, Staff Training, Standards Development, Student Admissions, Systems Maintenance, Team Lead/Manager, Team Player, Teleconferencing, Time Management, Training Program, Travel Planning, Travel Policy, Trend Analysis, United States Department of Energy (DOE), User Documentation, Vehicle Driving, Writing Skills

LOCATION

Vancouver, WA

POSTED

15 days ago

ASSIGNMENT RESPONSIBILITIES

Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.

Program/Project/Process Support (Approximately 40% of the time):

Provide program support for TI training:

Communicate annual training requirements and opportunities for appropriate employees as training becomes available for the year.

Compile and analyze HRMIS training completion data to identify deficiencies, and correct errors in reporting.

Develop a tracking mechanism for monitoring training completion status and communicate results to the TI management and administrative team on a routine basis.

Compile, track and report all external training requests and conference events for TI employees and communicate recommendations to the TI management team on a routine basis.

Provide program support for employee engagement and recognition:

As requested by the BPA manager, prepare annual employee engagement action plans. Compile results and notify the BPA manager of any action items.

Develop a tracking mechanism for monitoring progress of deliverables identified in the yearly action plan, analyze trends and provide recommendations to the BPA manager to meet established targets.

Process federal worker award requests in HRMIS which include reviewing submissions and validating information. Track submissions and prepare documents for recognition. Verify that submissions are accurate and completed within established timelines.

Coordinate recognition events for TI. Provide technical expertise to lower-level TI organizational administrative support staff in the conduct of employee engagement activities from conception to execution.

Provide program support for TI staffing plans:

Provide administrative expertise regarding navigation through BFTE staffing plan process by creating custom spreadsheets for all of TI and communicating information to management

Analyze HRMIS data and provide information to the TIBA Manager regarding staffing levels for TI

As requested by the BPA manager, collaborate with Human Resources (HR) to move positions so that management can effectively utilize the vacancies within TI and meet mission requirements.

As requested by the TIBA manager, enter HRMIS actions and Fieldglass actions.

Coordinate daily operations by:

Analyzing and providing data, document and process maintenance assistance. This includes staying up to date on the day-to-day coordination and processing of Infrastructure Asset Management's processes and associated functions.

Understanding the organization's priorities to track meetings, work and delegated projects and tasks to verify that targets are met in a timely manner.

Developing and maintaining a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents and alert the manager of concerns or delays.

Supporting the preparation and tracking of CFTE assignment extension documents; prepares, monitors and completes related documentation, submitting for proper review and approval. Perform associated follow-up to obtain required signatures and approval.

Providing information to TIBA manager on positions and notifying manager of any budget restrictions.

Creating desk procedures, drafting communication plans and letters. Provide assistance and recommendations with project planning (town halls, offsite meeting logistics, survey preparation, re-org documentation etc...).

Monitoring inboxes; responding and/or forwarding e-mails to appropriate staff for response. Track and follow up on action items and verify completion.

Establishing, maintaining, and administering assigned SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Maintains content and permissions. May be assigned as a Site Coordinator for SharePoint sites.

Provide technical expertise Travel Compliance Process in TI;

Verifies compliance with BPA, DOE and Federal travel regulations.

Conducts internal audits of lower-level organization travel on a random basis to confirm that authorizations and vouchers will pass audit by BPA travel. Alert the BPA Manager of any concerns.

Comply with Federal travel regulations to make travel arrangements, process travel vouchers, travel authorizations and any other travel related needs.

Administrative/Clerical Responsibilities (Approximately 60% of the time):

Provide a wide variety of confidential administrative tasks for TI managers and support staff of the assigned organization.

Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate.

Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.

Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.

Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action.

Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.

Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.

Perform copying, collating, faxing, and scanning.

Serve as back-up to other team members within TIBA as needed.

Serve as liaison between assigned organizations, work units and management support staff. Keep updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the managers, frequent interaction with other managers, and outside contacts.

Coordinate with and provide administrative guidance to lower-level support staff; may delegate assignments to lower-level contract administrative personnel at the request of the BPA manager.

Work as a team member to:

Standardize, streamline and improve overall Administrative processes throughout the organization.

Help resolve organizational administrative issues and work on solutions as a group.

Complete teamwork assignments

develop training as assigned

Create and maintain Standard Operations Procedures

Update and maintain desk manual

Coordinate appointments, including commitments of time. Advise managers of appointments and other commitments that might have a bearing on future decisions. Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.

Organize, plan, prioritize, coordinate, schedule, arrange, and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for BPA managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate BPA manager / personnel.

Accept meeting invitations, assist with outside visitor requests and schedule interviews.

Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Compile agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.

Arrange for representation by others if BPA manager's time and priorities make necessary.

Compile agenda material, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate. Track and follow up on action items and verify completion.

Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE, including:

Prepare retirement documentation for Administrators signature

Compile and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.

Register VP, manager, and staff for internal/external training classes and conferences.

Give recommendations to BPA manager by recommending and implementing approved staff recognition opportunities.

Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, and Telework Agreements for federal (BFTE).

Compile and complete appropriate new employee on-boarding activities and retirement documentation.

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodation, and rental car and shuttle reservations, for BPA VP and Manager, Lead and staff as needed, which may include:

Preparing and submitting passport documentation as necessary.

Assisting management and staff in setting up profiles in the BPA travel system (

Preparing / drafting necessary foreign and domestic forms associated with travel.

Preparing and processing travel authorizations and vouchers for group managers and staff using BPA Travel System.

Validating that travel is complete and process travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.

Tracking, monitoring and notifying BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.

Schedule interviews through Fieldglass; prepare interview packets for assigned manager(s).

Liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, compile info, request and track:

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and/or federal personnel.

Computer, software upgrades, IT equipment and other resource requests.

Computer, copier, and printer maintenance.

Requests for needed office supplies and distribute to appropriate staff per established BPA procedures.

Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.

Serve as organization's technical expert and central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.

Maintain filing system(s), files, emails and records in accordance with compliance requirements. File and disperse documents/letters only to appropriate personnel. Maintain all official records in accordance with the Information Governance and Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.

Manage all records in accordance with the Information Governance and Lifecycle Management (IGLM) policy and procedure and compliance requirements:

File and disperse documents/letters to appropriate personnel.

Validate that official records are accurately maintained for auditing purposes.

With oversight and approval of the BPA manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.

Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures

Adhere to, support and promote all documented BPA and organizational administrative practices and procedures, actively and professionally educating others and/or training new staff as requested.

Serve as back-up Conference Room Support liaison for organizational conference room and executive touchdown office.

May coordinate or assist with organizational and agency events such as presentations, retirements, project or employee recognition celebrations, and CFC events. *

Organizational Specific Responsibilities:

Utilize OneNote to enable and maintain a digital (paper free) office, to include uploading all meeting information and related documents.

Sunflower designee for TIBA Manager. Assist with inventory and monitoring of assets.

Assist with all reorganizational paperwork and associated assignments.

Perform data entry for P-card transactions.

*Participation/attendance in voluntary events is NOT billable to BPA. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

A degree in Business Administration, Business Management, Business Operations (or closely related field) is preferred.

With an applicable Bachelor's degree, 2 years of experience is required.

With an applicable Associates degree, 4 years of experience is required.

Without an applicable degree, 6 years of experience is required.

Experience should be workplace experience in mid/high-level, process-driven Customer Service or Operational Support positions (Position examples: Bank or Credit Union Teller, Customer Service Assistant for Municipal or County government, Admissions Assistant for College Admissions office, etc.).

Required Technical Skills & Experience (required on matrix)

Intermediate to Advanced skills/experience with SharePoint or similar system sufficient to:

Support, manage, edit, and maintain site

Intermediate to Advanced skills/experience with MS Office Suite (Outlook, OneNote, PowerPoint, Word and Excel)

Demonstrated editing and proofreading skills and attention to detail

Preferred Skills & Experience (optional on matrix)

Familiarity with Visio or similar system

Familiarity with MS Project or similar system

Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.

About the Company

First Tek, Inc.

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