Program Support Specialist 3

First Tek, Inc.

Vancouver, WA

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JOB DETAILS

SKILLS

Access Control, Accounting, Administrative Management, Analysis Skills, Application Programming Interface (API), Asset Management, Best Practices, Billing, Budgeting, Business Administration, Certified Public Accountant (CPA), Change Requests/Orders, Computer Science, Conferences, Continuous Improvement, Contract Creation, Contract Management, Contract Processing, Contract Review, Corrective and Preventative Action (CAPA) Systems, Credit Cards, Customer Relationship Management (CRM), Cyber-Physical, Data Collection, Data Entry, Data Management, Data Quality, Database Administration, Documentation, Documentation Review, FISMA - Federal Information Security Management Act, Federal Contracts, Financial Audit, Funding, Government, Government Contracts, Government Requirements, Hard Drives, Hardware Standards, IRC (Internet Relay Chat), Identify Issues, Incident Management, Information Models, Information Technology & Information Systems, Information/Data Security (InfoSec), Interpret Regulations, Inventory Management, Loading Dock, Local Area Network (LAN), Maintain Compliance, Maintenance Services, Management Reporting, Microsoft SharePoint, Microsoft Visio, Operational Support, Organizational Development/Management, Performance Reviews, Plotters, Policy Development, Portion Control, Printing, Procedure Development, Process Analysis, Process Control Engineering, Process Development, Process Improvement, Process Management, Procurement Management, Product Shipments, Project/Program Coordination, Project/Program Management, Property Management, Prototyping, Purchase Orders, Purchasing/Procurement, Reconciliation, Regulations, Reporting Skills, Research Contracts, Research Skills, Resource Management, Return Merchandise Authorization (RMA), Returns Processing, Risk, Risk Analysis, Risk Management, Seminars, Software Administration, Software Patches, Spreadsheets, Statement of Work (SOW), Subnet, Systems Administration/Management, Systems Maintenance, Team Lead/Manager, Technical Presentation, Technical Support, Testing, Time Management, Vendor/Supplier Selection, Warehouse Coordination, Webinar

LOCATION

Vancouver, WA

POSTED

30+ 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.

Purchasing and Procurement:

Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager review.

Process Control Center contract and material orders in accordance with documented processes; orders in excess of 1.6M for hardware and 4M in software and service contracts not including capital orders. Average order load, not including capital project orders, in excess of 220 non-IT orders and 400-600 IT related orders.

Request unofficial estimates and budgetary quotes from various vendors for all material orders purchased via P-card.

Engage project managers (PMs) and subject matter experts (SMEs) to obtain detailed information, requirements and specifications for service engagement contracts.

Collaborate with BPA Information Technology (IT), Operational Technology (J - OT) and the Control Center Procurement Team to develop best practices, standards and process improvements for diverse procurement objectives.

Work with PMs, SMEs, Contracting Officers' Representatives (CORs) and Contracting Officers (COs) on product consultations and deployments in regards to BPA procurement requirements, timeframes, security requirements, inherently governmental duties and contract deliverables from execution to completion.

Work with BPA Accounting office and CORs on Service Contract milestones for payments and pre-payment schedules; create Contract Payment Authorizations (CPAs) in Asset Suite for verified invoices; track billing for budget tracking and forecasting.

Review and validate materials received meet Control Center requirements.

Collaborate and coordinate with the procurement COR and vendors to process Returned Merchandise Authorizations (RMA) per established procedures this includes warranty repairs and exchanges of products to adhere to the required Control Center standards.

Partner with COs on large contract engagements and enterprise agreements to account for the Control Center portions and licensure managed off of the BUD Network.

Work between the two Control Centers to develop streamlined practices and processes, inter-control center training, and collaboration for a one Control Center standard.

Work with Hardware, Contracts, and Services to target fiscal year (FY) end budget in regards to large accruals across multiple orgs and contracts.

Maintain and support the Operational Technology Procurement SharePoint site which contains all Control Center contracts, status, support and maintenance timelines and all updates pertinent to contract compliance. Maintenance includes updating contract dates, statuses of all outstanding service contracts and dates of order change dates, current status, etc.

At BPA manager / COR / CO request, provide feedback of vendor contracts for IT products, such as their support to BPA, large deployment execution, response time and overall ability to meet the Control Center procurement objectives.

Maintain the J-OT / JO approved technology list by obtaining appropriate approval form from the architecture board and inputting the approved model information on the organizations approved technology list.

Create CAT IDs for the Asset Suite Catalogue, for new hardware standards created and approved by BPA Management for the Control Center.

Create a case or a Material Request (MR) in Asset Suite following currently approved processes, for Control Center hardware and equipment. Route MR for requisite approval.

Track order status with Purchasing and Supply Chains.

For hardware, software, or services; maintain expense budget spreadsheet, analyze accounting differences, and investigate needed corrections; escalate any questions or discrepancies to appropriate federal personnel.

Perform credit card reconciliation and data entry for hardware group purchase card (P-Card) holder(s). Maintain efficient processes related to purchasing and procurement; provide recommendations for process improvements. Attend P-card (Micro-Purchase) training as requested or required for role holder.

Coordinate with warehouse shipping to deliver items to Dittmer loading dock.

Record procurement orders received in the Control Center Management System database and notify the requestor to retrieve and confirm order.

Support J - OT customers with BPA procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center Purchasing Database, by providing user assistance, training, trouble-shooting, access assistance, etc.

Draft statements of work, conduct Federal Information Security Management Act (FISMA) reviews, and perform liaison duties between Resource Managers (RMs) and CO's, coordinating information exchanges, explanation of changes to contract scope, schedule or funding.

Draft, recommend changes, and maintain the Control Center procurement process documents for infrastructure, Operational Technology equipment, software, and maintenance or services contracts. BPA staff will approve all draft documents and recommended changes.

Operational Support:

Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing factual information related to the review; information will be used by Subject Matter Experts (SMEs) and Reliability Standards Owners to help determine incident status.

With oversight from the BPA manager/BPA staff, use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.

Assist BPA management in developing, implementing, and improving reporting tools that document and communicate the progress of standards-related activities to verify timely completion.

Following established process and procedures, collect and file compliance artifacts needed for compliance certification.

With oversight from BPA staff, analyze compliance processes and artifacts for adherence to standards and completeness.

Draft and recommend work processes to improve compliance posture of BPA. Final processes must be reviewed and approved by BPA staff.

Perform fact-finding and data collection for periodic audits of processes in accordance with defined policy; collect, combine, and submit all necessary audit artifacts required during audits.

Provide a sustainable compliance process infrastructure by supplying cross training and functional documentation.

Coordinate priorities and draft documentation on assigned processes for management approval.

Maintain efficient processes that meet program goals.

Maintain up-to-date, auditable documentation of processes.

Propose and implement manager approved changes for continuous improvement.

Security Privilege Coordination:

Process all requests for cyber, physical, or logical access within the guidelines and regulations defined by NERC CIP standards, BPA policy and Control Center procedures.

Staying within NERC guidelines and time constraints, assist in tracking access (physical and cyber) privileges granted for the Control Center, maintaining current system, privilege and resource manager information.

Coordinate with the Security and Compliance Team (SCT) and the training office for verification of NERC-CIP training, before granting new cyber, physical, or logical access and yearly to verify all current access grants maintain training requirements.

Verify all requests for cyber, physical, or logical access have a valid Personnel Risk Assessments (PRA) by checking the BPA Security Office PRA verification source of record or by contacting the Security Office directly.

Perform the revocation and reinstatement of access to BPA cyber and critical cyber assets disabled as a result of Access Revocation processes or employee status changes per established procedures.

Transfer data from Security Privilege Requests into the Cyber and Physical Access (CAPA) database. This includes:

Entering data and updates

Revoking and re-enabling privileges

Coordinating with customers to implement authorized accounts and privileges in the CAPA database.

Coordinating, initiating, and maintaining the Access Review process by working with BPA Managers and SME's to verify business need of the granted privileges and that only those privileges that are verified have access.

Coordinating with customers on visitor access requests to the Control Centers.

Monitoring Customer Relationship Management (CRM) cases assigned by the BPA Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.

Reviewing HRMIS/CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.

Maintaining up-to-date, auditable documentation of processes.

Proposing and implementing manager-approved changes for continuous improvement.

Following pre-set guidelines and within established time constraints, performing review of users with authorized cyber access to systems and unescorted physical access to Critical Cyber Assets or Access and Control Monitoring (ACM) Cyber Assets, verifying they have been properly authorized per NERC standards.

Assisting BPA manager/BPA staff with review of users with authorized cyber access to all cyber assets or ACM cyber assets, electronic logical access request, as well as authorized physical access to Critical Cyber assets or ACM Cyber Assets.

Equipment and Inventory Management:

Complete inventory of all JO Sunflower equipment on an annual basis, when notified by the Organizational Property Management Officer (OPMO), or continuously throughout the year.

Utilize the Control Center Management System Equipment Manager database, BES Sunflower and other OPMO approved systems to track, transfer and report on assigned property.

Verify group's asset management policies and procedures follow agency and OPMO guidelines.

Coordinate with BPA staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.

Coordinate equipment transfer to IRC.

Coordinate the disposal of media (hard drives, disks, etc.).

Coordinate with team lead on Cascade equipment inventory.

Maintain the Control Center parts inventory and database; review stock list, if part stock drops below established minimum; order spare parts by creating an MR for manager approval.

Data management:

Perform research, data input, database maintenance and management reporting utilizing a wide variety of resources. This work may include working with the databases / resources and activities:

Budget Tracker, Orders & Invoices Report and all tables within

Procurement SharePoint Site

LAN DESK Refreshing, compile data from the Control Center Network Data Base (CCNDB) with the LAN DESK patching database to create asset patching list for use by the Operational Technology Infrastructure team.

Assist others with creating ad hoc, new or standard Database Queries

Remove net & subnet addresses from CCNDB

Create & maintain various routine reports as requested

Investigate purchase order errors

CAT ID creation

Sunflower database entries

Equipment management/disposition

Equipment loaner agreements

Contract history and research

Data input and management on tools used in conjunction with other tasks of the position.

Validate data accuracy

Data manipulation and prototyping to create efficient reports.

Documentation Management:

Maintain J-OT's library publishing process to verify documentation is published in a timely manner, version controlled, and appropriately reviewed and approved. Verify that appropriate Information Protection rules are adhered to, and required document reviews are scheduled and recorded. Alert BPA Staff to any deviations.

Draft process guides, step by steps, and other procedures for duties of the position; update as needed to keep current.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

A degree in Business Administration, Business Management, Computer Science, Engineering (or closely related field) is preferred. A Business, Legal or Engineering background is strongly preferred.

With an applicable Bachelor's degree, 8 years of experience is required.

With an applicable Associates degree, 10 years of experience is required.

Without an applicable degree, 12 years of experience is required.

Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.

Required Technical Skills & Experience (required on matrix)

Expert proficiency in automated data systems to include SharePoint and Visio and a high degree of efficiency in technical dynamics of software output (e.g. use of advanced printing such as to plotters, capabilities of cross-software embedding for purposes of presentations, technical webinars, etc.).

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.

About the Company

First Tek, Inc.

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