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Program Support Specialist 1

First Tek, Inc.

Vancouver, WA

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JOB DETAILS
SKILLS
Accounting, Accounts Payable, Administrative Management, Adobe Flash, Analysis Skills, Application Programming Interface (API), Auditing, Best Practices, Billing, Budgeting, Business Administration, Business Operations, C Programming Language, Communication Skills, Conferences, Consulting, Continuous Improvement, Contract Management, Corporate Policies, Customer Support/Service, Detail Oriented, Documentation, Driver's License, Ergonomics, Federal Contracts, Federal Laws and Regulations, File Maintenance, Financial Analysis, First Aid, Functional Testing, Government, Hand Tools, Hazard Analysis, Hazardous Materials/Substances, High Voltage (HV), IRC (Internet Relay Chat), Identify Issues, Interpret Regulations, Interviewing Skills, Material Moving, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Project, Microsoft SharePoint, Microsoft Visio, Microsoft Word, Multitasking, Negotiation Skills, On Site Support, Onboarding, Operational Support, Operations Processes, Organizational Development/Management, Organizational Skills, Outsourcing, Past Due Accounts, Payment Processing, Performance Reviews, Policy Analysis, Policy Development, Power BI, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Process Hazard Analysis (PHA), Product Reviews, Project Evaluation, Project/Program Coordination, Promotional Programs, Purchasing/Procurement, Record Keeping, Regulatory Submissions, Reimbursement, Research Skills, Resource Management, Risk, Risk Management, Root Cause Analysis, Safety Systems, Safety Training, Safety/Work Safety, Seminars, Software Administration, Staff Training, Statement of Work (SOW), Surveillance, Team Lead/Manager, Team Player, Testing, Time Management, Training/Teaching, United States Department of Energy (DOE), VMS Operating System, Vehicle Driving, Vendor/Supplier Management, Vendor/Supplier Selection, Willing to Travel, Work From Home, Writing Skills
LOCATION
Vancouver, WA
POSTED
3 days ago
API_PSS1_NSP_20260701_CORA.docx

*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE

ADDITIONAL PROCUREMENT INFORMATION (API)

Title & Level

Program Support Specialist

Work Group Location

Vancouver, WA

Specialty

SLMO Program Coordinator/Invoicing Operations

Offsite Work Eligibility*

Situational Telework

Organization

NSP

Number of Days Onsite

5 days per Week

Hours

Full-Time, up to 40 hours

Additional Information

After training period, schedule may include regularly scheduled telework at managers discretion

Overtime

0% anticipated





On-Call

No





Travel

Up to 5% local travel





FN Status

NOT open to Foreign Nationals





* Current telework, remote work and onsite support is based on BPA s business needs and is subject to change or termination at any time.

** Assignments with the Remote Designation must reside in WA, OR, ID or MT. Case-by-case exceptions may apply only when in the best interest of BPA.

OVERVIEW

Assignment

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, BPA managers and multiple COR s in administering procurement, COR customer support, and programmatic activities that directly impacting the realization of *** (BPA) goals.

Organization

SLMO is a fast paced, customer driven organization tasked with providing contract labor to BPA as well as providing COR Support functions through the agency. The work is challenging with accuracy, ability to follow a process and attention to detail being critical, but the team is collaborative, supportive and fun. We work every day to live our core values of Integrity, Candor, Action, Learning and Fun and go home tired each day, satisfied knowing we accomplished our tasks and made a difference. The work is highly process driven; successful candidates must thrive in this environment.

Desirable Characteristics

Ability to adapt to an ambiguous environment and changing priorities/demands

Ability to assess task urgency and determine appropriate level/speed of response

Professionalism in work product and behavior; discipline to execute according to standards

Intense focus on accountability

Stress tolerance

Confidence and enthusiasm

Analytical and problem-solving capabilities

Strong written and verbal communication skills

Ability to explain complex processes clearly and concisely to diverse audiences

Excellent organizational skills and attention to detail

Capable of managing multiple priorities in a fast-paced environment

Excellent time management skills



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.

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 BPA 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 (non0CFTE).

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 Bonneville 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.

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

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

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.

PLEASE NOTE: Staffing and/or Recruiting experience is not required for this position.

Required Technical Skills & Experience (required on matrix)

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 (optional on matrix)

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 (not required on matrix)



Valid U.S. Driver s License is required.

Other Assignment Considerations

May be required to provide coverage between 7:30am 4:00pm to answer the SLMO helpline and respond to urgent email

Appendices

The following appendices apply to this assignment and may be downloaded from the Fieldglass Reference Library:



Offsite Work

Training Expectations (Worker is expected to keep current on the latest technologies and skills required for the assignment.)

Training Type

Details

Provided by



SharePoint



BPA



Asset Suite



BPA

Attendance at all conferences, workshops, training, etc. must be pre-approved by SLMO. Requests will be reviewed on a case-by-case basis. Approval is subject to the most current guidance provided to SLMO by BPA or DOE and is subject to change at any time. SLMO reserves the right to negotiate attendance on billable/non-billable hours and reimbursement of travel costs with the supplier. Reimbursable travel costs must adhere to the Federal Travel Regulations and be submitted via an expense sheet in Fieldglass.

CLOSELY ASSOCIATED RESPONSIBILITIES & REQUIRED ASSOCIATED MITIGATION MEASURES

The following is a list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined must be in place, via processes and procedures, to mitigate the associated risks. The BPA manager s acceptance of the API or CWSD serves as their attestation that all applicable mitigation measures listed below are or will be established and adhered to in their organization.

Area of potential Closely Associated / Inherently Government function

Mitigation Measures

Access to Confidential / Sensitive Information

CFTE must sign NDA (Non-Disclosure Agreements) at beginning of assignments. (Does not apply to Craft assignments)

CFTE must complete annual Information Security and Privacy Awareness training.

CFTE must complete and pass background investigations of an appropriate level.

Acquisition Planning / Source Selection

CFTE are not permitted to serve as voting members for acquisition selections.

All purchasing decisions must be made by appropriate federal personnel (Contracting Officers).

All acquisition documents (requirements,
SOW s, evaluation criteria, etc.) must be reviewed, finalized and approved by appropriate BPA federal personnel.

Only Contracting Officers are authorized to obligate BPA funds.

Agency / Org Planning

All drafts, documents, materials and recommendations must be reviewed, finalized and approved by appropriate BPA federal personnel.

Budget / Finance Prep

Only Federal Employees may determine budget priorities & allocations.

BFTE must control and finalize / approve all budgets and related documentation, including that for projects, programs and Organizations.

Contract Management

All Contractual documents, including invoices must be finalized / approved by appropriate Federal personnel.

All contract-related decisions (modifications, changes, performance) must be determined by appropriate federal personnel (COs).

Decision Making

CFTE may provide input and recommendations to decision-makers.

Only appropriate federal personnel may make decisions which obligate BPA resources or to a specific course of action.

Direction & Control
(directing BFTE)

CFTE are not permitted to direct the actions of federal employees (BFTE) or have any control or input into their performance.

Work of BFTE must be assigned by federal manager, supervisor, Program / Resource manager or another appropriate designee.

Disposing Govt. Property

All decisions regarding the disposal of BPA property must be made by appropriate federal personnel; and all property dispositions must be directed and controlled by the Investment Recovery Center (IRC).

Dissemination of Agency/Policy Information / Training

All training and any information that is to be disseminated must be either 1) per established policy, process, procedure, or practice; or, 2) reviewed, finalized and approved by appropriate BPA federal personnel.

Inspection / IT Testing

Processes and procedures must ensure Federal personnel review inspection findings and CFTE recommendations before acceptance or rejection of material(s) / item(s).

HR Support

CFTE may assist with HR functions per established procedures, processes and guidelines (e.g., timekeeping).

All work products must be reviewed and finalized by appropriate federal employees.

Policy Development

BPA s process for Policy development includes multiple levels of federal review prior to acceptance / adoption.

Interpretation of Policy/Regulations

Only BPA federal employees may determine the applicability and interpretation of regulations.

CFTE are not permitted to interpret regulations for or on behalf of BPA. Regulations are interpreted by federal personnel and communicated via standards, guides, policies and processes.

Representing BPA

Contract workers are required to identify themselves and their employer in signature blocks, in introductions and have a nameplate outside their cubicle.

CFTE must receive written VP approval to represent BPA at outside events, such as workshops, seminars or conferences.



Page 4 of 4 F_0121_API_TEMPLATE_030626
CFTE NON-CRAFT HIRING SAFETY TRAINING MATRIX



CONTRACT FULL TIME EQUIVALENT (CFTE)

NON-CRAFT HIRING SAFETY TRAINING MATRIX



Purpose:

The Contract Full Time Equivalent (CFTE) Hiring Safety Training Matrix is a hazard assessment for CFTE personnel routine tasks. It is intended to set a common understanding on training requirements between the CFTE personnel and the *** (BPA) managers/supervisors. BPA Requesting Managers should complete this form and coordinate with BPA Supplemental Labor Office during the procurement process to ensure the CFTE position includes a list of required trainings associated with identified tasks, conditions, and exposures. Each task, condition, and exposure indicate which training courses are required, who shall provide those trainings, and when those trainings shall occur.

This form is intended only as a reference document for contractors.

BPA Requesting Manager

(Last, First MI)

Longfellow, James N

Date

Jan 29, 2026

CFTE Job Title

PSS1

Org

NSP

PPE provided by Supplier or Contractor?

Yes No

If yes, list required PPE: Click or tap here to enter text.



Identify which Supplier or Contractor medical surveillance programs are required, if any*

Respirator User

Asbestos

Lead

Silica

Hearing Conservation

Other: Click or tap here to enter text.

No Medical Surveillance

*BPA Requesting Managers may use equivalent Job Title Position Hazard Assessments or project Job Hazard Analyses as indicators for which medical surveillance programs may be required. Direct any questions regarding medical surveillance program requirements to the BPA Industrial Hygienist, ***, or ***.

Instructions for BPA Requesting Manager: This template has been pre-populated with tasks and hazards generally associated with CFTE non-craft positions. BPA Requesting Managers must review this document during the CFTE procurement process. The BPA Requesting Manager will:

Select the checkbox next to each task/condition/exposure that may be encountered during the normal course of the assignment.

Identify if the mitigation for applicable tasks/conditions/exposures will be provided by BPA or the Contractor (supplier).

Indicate when the mitigation must occur (pre-hire, post-hire, pre-task).

Pre-Hire Training should be completed prior to the CFTE starting their assignment.

Post-Hire training should be completed prior to exposure to a hazardous environment and/or conducting work at a BPA worksite.

Pre-Task Training should be completed prior to conducting the associated task.

Once complete, the BPA Requesting Manager will send the completed document to the Supplemental Labor Management Office.

The listed tasks, conditions, and exposures are not all inclusive. New processes, unusual tasks, or equipment may trigger the need for specialized training. Consult with your local Safety Manager or BPA Safety Training Manager for guidance.

BPA provided safety training will be the same training provided to Federal Workers.

For the General Comments section, BPA Requesting Managers can list anything that was not already covered and provide clarification to the BPA COR to better understand the CFTE position. It may include tasks, conditions, and/or exposures that are unique to a particular position, work site, or person.

For more information on the PHA process/requirement, reference the Safety and Occupational Health Manual, Safety Management Systems Chapter.

Direct any questions regarding training requirements or issues related to this form to the BPA Safety Training Manager, ***, or ***.

Office & Remote Work/Telework Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training



Exposed to a fire in the building

BPA manager will advise of evacuation protocol and designated gathering location. Annual fire drills will be conducted.

B









Exposed to an earthquake while in the building

BPA manager will advise of evacuation protocol and designated gathering location.

B









Operating office tools (paper cutter, paper punch, staplers, etc.)



None Identified

Choose an item.







Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training



Performing tasks that may result in repetitive motion injuries, prolonged sitting and computer use

Optional: SUFS Move Safe (HRMIS 016633)

C









Ergonomics

Recognize the hazards and know when it is appropriate to stretch and take breaks; ensure a proper desk, chair, and equipment adjusted at the appropriate level; ensure proper lighting. Any ergonomic assessment to be provided by the supplier.

C









Performing tasks that may result in slips, trips or falls such as carrying boxes and walking on stairs or slick surfaces

Review SOHM Chapter 9

Choose an item.











Optional: Slips, Trips & Falls Training (HRMIS 015076)

Choose an item.









Adding electronic devices that were not previously part of the home (monitors, chargers, computing equipment, etc.)

None Identified. On-the-job familiarization (if using BPA-issued equipment).









Travel / Field Operation Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training



Driving vehicles on public and/or non-public roads

Review SOHM Chapter 19

Choose an item.











Defensive/Distracted Driving (HRMIS 017057)

B









Worker operates forklifts

Forklift Certification

Choose an item.









Worker operates a fire extinguisher

Fire Extinguisher Use

Choose an item.









Worker operates hand tools

None Identified

Choose an item.









Worker uses personal protective equipment

Personal Protective Equipment

Choose an item.









Worker may be exposed to shock and arc-flash hazard

Shock & Arc Flash Awareness

Choose an item.











Shock & Arc Flash Basic

Choose an item.











Shock & Arc Flash Advanced / Refresher

Choose an item.









Worker may contact but will not disturb Asbestos Containing Material (ACM) or Potentially Asbestos Containing Material (PACM) 2

Asbestos Awareness

Choose an item.









Worker required to work in remote areas where bear encounters may take place

Bear Pepper Spray Training

Choose an item.









Worker exposed to rodent and bird droppings1

Biological/Vermin/Hanta Virus

Choose an item.









Worker exposed to hot and/or cold environments





None Identified

Choose an item.







Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training



Worker exposed to chemicals, such as herbicides or pesticides;

Herbicide Cert. Ref. 4-hr

Choose an item.











Herb Certification 8-hr

Choose an item.











Hazardous Communication

Choose an item.









Worker exposed to lead2

Lead Awareness

Choose an item.











Lead Worker Training

Choose an item.









Worker exposed to mercury

None Identified

Choose an item.









Worker exposed to noise2

Hearing Conservation (Initial)

Hearing Conservation (Annual)

Choose an item.









Worker exposed to silica2

Silica - Awareness

Choose an item.









Worker works at heights higher than 4

Fall Protection, Awareness

Choose an item.











Fall Protection, General

Choose an item.











Fall Protection, Advanced

Choose an item.











Ladder Safety

Choose an item.











Fall Protection, Advanced (TLM)

Choose an item.









Worker is required to take first aid and may be called on to render first aid for: workers on high voltage lines and/or equipment; worker works in remote areas

First Aid/CPR/AED

(Red Cross or AHA Accredited)



Required only if specified in the API

Choose an item.









Worker performs work alone in remote areas

Wilderness Adv. First Aid

Choose an item.









Worker may prepare, transport or receive hazardous materials

DOT 1: Introduction, Classification, and the Hazardous Materials Table

DOT 2: Packaging, Labeling, Marking, and Placarding

DOT 3: Shipping Papers

DOT 4: Loading and Storage

DOT: Security for Shipment of Hazardous Materials

Hazardous Materials: Shipping Lithium Batteries under DOT Exemptions

DOT Hazardous Material Awareness for the General Hazmat Employee









Choose an item.







1 BPA workplace manager to review Hantavirus Prevention Procedure 420-240-1 before performing task.

2 These exposures may require enrollment in a Medical Surveillance Program. Ensure page 1 is marked accordingly.

Other Specific Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training



SAMPLE: Worker may make infrequent visits to field locations or substations

Worker complete the PPE assessment in the SOHM to determine need for PPE such as hard hat, safety glasses, hearing protection, safety vests, Arc Flash clothing or steel-toed boots.

B



X





Entering suite 75 in the 4400 building, when entering from the interior door by the elevators.

Never approach the door straight on (blind spot), instead approach the door at an angle from the side with the window so you can see if someone is getting ready to exit.

B









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Choose an item.









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Choose an item.









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Choose an item.









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Choose an item.









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Choose an item.









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Choose an item.









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Choose an item.







General Comments

BPA Requesting Manager Comments/Additional Considerations:

Click or tap here to enter text.



F_0139_HIRING_SAFETY_TRAINING_MATRIX_121624

About the Company

F

First Tek, Inc.

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