Program Support Specialist 2 - Pasco, United States - First Tek

Description

POSITION 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 Support

Provide customer assistance, ongoing support, and training coordination to COR Support team members, Field Inspectors (FIs), CORs, and Contracting Officers (COs) utilizing internal / external processes and systems.

Participate in operational and process improvement meetings, including presentations, working groups, and task forces involving contracting-related issues and customer driven improvement opportunities.

Provide input on process flow improvement and recommend options/solutions to address identified gaps.

Provide project/program tracking to verify that team efforts are coordinated and moving forward to meet major timelines; send project status reporting to all interested parties.

Notify BPA team if project timelines are at risk of not being met.

Develop tools promoting the effective coordination of records, process maps, and operating procedures that are shared or exchanged between work teams and functions.

Provide recommendations to improve contract management techniques and employ standardized processes, documentation handling, and retention procedures.

Assist as needed with COR Support quality reviews of COR contract management files.

Mark official 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 Lawful Government Purpose (LGP) 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.

Draft communications for program updates, workflow status, FAQs, and other specialized information.

Distribute communications to internal and external customers as directed.

Coordinate the flow of documentation with internal/external partners.

Act as initial point-of-contact and follow-up for BPA employees and external sources.

Maintain confidentiality of contracting sensitive information and processes.

As documentation needs are identified, provide research and technical writing, draft and/or edit program-related documents such as operating standards, process documents, step-by-step guides, and documentation requirements.

Draft and develop checklists, job aids, standard operating procedures, forms, and document templates to facilitate ongoing knowledge capture and retention.

This may include drafting new or revising existing processes, procedures, and practices to capture any impacts of system changes.

Develop and/or maintain systems for tracking document changes.

Develop, distribute, and track internal surveys; compile and present response data in written and/or graphical formats.

Organize, coordinate, schedule, and facilitate meetings for internal and external organizational customers.

To include recurring and unplanned meetings

Act as meeting facilitator/host utilizing Skype, WebEx, MS Teams, and other meeting platforms

Record and prepare meeting notes for dissemination

Monitor COR Support group email Inbox; COR, and COR manager email distribution lists; SharePoint directories; and internal/external training registers.

Develop and/or maintain electronic information portals (dashboards) for wide dissemination of data; information portals will also facilitate ad-hoc analyses by providing quick, easy access to data and information.

Complete daily tasking and assist process improvement initiatives for the centralized on-boarding/off-boarding of Statement of Work (SOW) contract personnel


This work may include:
:

Obtaining and validating data

Drafting or revising documentation

Communicating with internal and external stakeholders

Verifying information and recommending next steps

Standardizing Task Order (TO) processes

Monitoring, flagging, and/or forwarding on-boarding/off-boarding requests to the appropriate BPA team member

Facilitating the annual required contract worker training, tracking and verifying training completion, this includes annual hard copy training.

Assist BPA team members with management and utilization of MS SharePoint sites.


Facilitate the following SharePoint tasks:
Content maintenance and currency

SharePoint and Website updates

File management

Assist with planning and coordinating an annual offsite COR Symposium


Work may include:
Research and reserve meeting facilities

Finalize scheduling, distribute meeting invitations, and track responses

Coordinate menu planning and delivery of catered meals

Create and maintain daily attendance records

Act as meeting facilitator/host utilizing online platforms (Skype, WebEx, MS Teams)

Record and prepare meeting notes for dissemination

Coordinate presentations by guest speakers and/or exhibitors

Distribute post-symposium information and thank you emails

Assist with program coordination tasks associated with new initiatives and special projects.

Reports Coordinator

Utilizing internal and external databases, conduct data analysis and document findings, including gap analysis and discrepancy research for resolution by BPA team members.

Prepare technical reports, documents, and research study findings as directed

Review reporting parameters, verifying requirements are captured and propagated

Collect, organize, analyze, and synthesize database information, present to BPA team members, and provide future reporting recommendations

Coordinate across internal organizations (e.g., Supply Chain, IT, HR, Contracting, Finance) to resolve database reporting errors or discrepancies.

Confer with BPA Analysts and system users/owners to document and promote solutions to identified reporting system discrepancies.

Support the development of new reporting methodologies and analysis including research, statistics, and metrics.

Review and provide quality control of technical spreadsheets and reports. Alert BPA team members of concerns and necessary actions.

Access, track, and maintain multiple databases, tracking requests for information, progress on various special projects and information.

Maintain confidentiality and proper handling of contracting-sensitive information.

Prepare technical reports, documents, studies, and system(s) documentation as required.

Review and verify dynamic email-report distributions and other regularly scheduled reports for proper processing.

Provide recommendations on needed reporting changes and updates.

Review and verify BPA's contracting reports database for expirations and required actions.

Manage and update COR and COR manager email distribution lists; send notifications as directed by COR Support team members.

Facilitate COR Support report development and data quality control; communicate report failures immediately to appropriate BPA team members.

Training Facilitator

Access internal/external systems for submitted training and certification requests; organize and forward to COR Support team members for approval.

Generate reports to track training and certification requests, and related data metrics

Administer a recordkeeping system to track training completions, and COR certifications/expirations

Provide customer assistance to BPA employees for registration, course catalog navigation, training enrollment, and submitting requests for initial and recurring COR certification.

Research existing internal/external training and resources, provide recommendations for incorporating content into new or existing COR training courses.

Complete uploads of developed course materials to internal/external training platforms and/or video hosting sites.

Manage accessibility, usage, and updates to COR Support training delivery and/or video hosting accounts.

Conduct testing on existing and/or new training platforms to ensure a positive end-user experience for CORs.

Review, create, edit, and distribute various training-related communications, validating that content is timely, accurate, and relevant and engages appropriate audiences.

Coordinate or administer skills assessments, training gap analyses, and other specialized training or development programs for CORs.

Complete administrative and budgeting tasks associated with training programs

May collaborate with external entities to provide additional or specialized training

May assist with the design, planning, and implementation of training programs

Develop an onsite delivery schedule that provides training as needed and in locations that work for BPA employees.

Collect feedback on sessions from attendees to use for future improvements to content and presentation.

Collaborate with functional management teams to assess ongoing and future training and development needs as well as effectiveness of established programs.

REQUIREMENTS
Education & Corresponding Experience (required on matrix)

Bachelor's or associate degree in business administration, business management, accounting, computer science or a related field is preferred.

5 years of experience is required with a bachelor's degree in applicable fields.

7 years of experience is required with an associate degree in applicable fields.

9 years of experience is required without a degree.

Experience must be consistent with the specific requirements of program support and coordination and progressively more technical in nature. Requires a working knowledge of automated data systems.

Required Technical Skills & Experience (required on matrix)

4 years of customer support experience in general program/operational functions

2 years of experience in database queries, analysis, and reports generation

2 years of experience in corporate communications (e.g., program updates, change management communications, business services)

Process mapping experience, including proficiency with Visio or other similar software.

Proficiency with SharePoint sufficient to create and maintain pages, documents, lists, etc.

Preferred Skills & Experience (optional on matrix)

Advanced spreadsheet data compilation and analysis

Advanced report creation in Excel, Access, and Power BI

Creating ad-hoc data queries into a relational database

Demonstrated technical writing experience

Training development, coordination, and student support

Knowledge of the Asset Suite enterprise asset management application

Experience creating, distributing, and managing DocuSign forms and envelopes

Determining requirements, analyzing alternatives, and verifying solutions to meet business needs

Additional Requirements (not required on matrix)

Valid U.S. Driver's License is required.