Program Support Specialist - Vancouver, United States - ACS Professional Staffing

Description

Overview:

ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist role will support the supplemental labor management program by maintaining data, documents, and procurement files, assisting with process development, and facilitating daily operations. This position will also directly support internal clients, managers, and other staff with procurement and program tasks, and participate in special projects to improve processes or handle unique procurement needs. This full-time position is located in Vancouver, WA.

Pay Rate: $ $36.44

Benefits:

• Paid holidays: 11
• PTO: Starting at 10 days
• Sick Leave: Up to 56 hours per year (prorated based on start date)
• EAP: Employee Assistance Program
• Benefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (immediately eligible for employee and employer contributions - employer match up to 4%)
• Other benefits include the following: Calm App, Access Perks

Responsibilities:

• 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, day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS), known internally as SLIM.
• Act as point-of-contact for managers, assisting them through the position description (API), job posting, interview, candidate shortlisting, and candidate selection process, including: serving as a liaison with SLMOs COR / CO and Compliance as needed.
• Facilitate the on-boarding, assignment maintenance and off-boarding and transition of contract personnel to new assignments.
• Track contract personnel onboarding through assignment ends to verify integrity of system data for reports, security management, etc.
• Review onboarding documents to verify completeness and accuracy.
• Facilitate the transition of contractors to new Fieldglass assignments.
• Primary point-of-contact and provide support for managers and their team during the full lifecycle of contract personnel assignments.
• Provide administrative/coordination support to CORs, to facilitate resolution of any internal issues between managers and contract personnel. Escalate issues to the COR as necessary.
• Monitor and coordinate assignment management and off-boarding activities and communications.
• Track, monitor and support the contract personnel assignment lifecycle from candidate selection and on-boarding through assignment end and off-boarding.
• Provide timely updates and verify accuracy for contract worker / assignment records as appropriate per procedures to reflect extensions, org / manager changes, rate revisions and other required administrative changes- to enable system data integrity for reports, security management, etc.
• Develop / draft and recommend new or revisions to program and process documents for improvement efforts or as requested; update documentation, as approved.
• Maintain on-going communication with both internal organizational clients and external suppliers while maintaining confidentiality of the supplemental labor procurement process.
• Provide training and advise managers and their delegates on the successful utilization of the SLIM system.
• Provide training and support to internal and external customers on the programs day-to-day policies and procedures.
• Coordinate the flow of documentation between SLMO and its supplier partners.
• Maintain documentation for CORs regarding sensitive/ confidential supplier- contract personnel issues.
• Provide periodic program status reports as requested.
• Provide feedback to suppliers and to program leadership regarding supplier performance.
• 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 that are shared or exchanged between work teams and functions.
• As needs are identified, assist with, or perform program support / 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 and maintaining meeting agendas; taking and/or transcribing meeting notes
• Scheduling meetings, training sessions; coordinating room reservations and required resources
• Running/distributing scheduled/recurring reports
• Monitoring SLMO team deadlines; performing follow-up as required
• Scanning, copying and collating training or meeting documents/packets
• Providing SLIM Helpline support
• Reports creation support
• Organizing and maintaining SLMO records and files
• Statistical analysis and reports creation support
• SharePoint, website and DocuSign Support:
• Maintaining the Supplemental Labor internal web page
• Content maintenance and currency
• Perform the following DocuSign tasks:
• Create/Distribute DocuSign envelopes
• Monitor and track envelope status
• Review and identify errors on DocuSign documents
• Perform appropriate corrective actions in DocuSign
• 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 required to facilitate workflow in the Fieldglass Statement of Work (SOW) Module and Profile Worker Module or Contingent Module:
• Coordinate with CO/CORs/Field Inspectors (FI), Suppliers and SLMO Team to facilitate SOW contracts in the Fieldglass SOW module.
• Provide customer support and assistance to FIs, CORs and COs utilizing Fieldglass.
• Provide customer support and assistance to Suppliers in order for them to engage in our workflows.
• Provide contractors with routine / standard guidance for obtaining the proper Department of Energy (DOE) Identification, proximity card access.
• Facilitate the badging and permitting process and maintain records of permit applicants.
• Coordinate and maintain records of all Foreign National Visits and Assignments (FNVA) as necessary for outsourced construction laborers, informing supervisor of changes and moves of FNVA workers.
• Work with outsourced contractors to process (issue and receive) Local Site Security Only (LSSO) badge, Smart Card Credential requests. Notify proper entities when contractors are off-boarded, placed in a hold, or deactivated for energized or logical access. Maintain badges in a locked location being held for upcoming contract work, as per established procedures.
• Facilitate the annual required contract worker training, tracking and verifying that training has been completed.

Requirements:

• Associates or Bachelors degree in Business Administration, Business Management, Business Operations or a related field is preferred.
• 2 years of experience is required with an applicable Bachelors Degree.
• 4 years of experience is required with an applicable Associates 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.
• 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. Examples: Bank or Credit Union Teller, Customer Service Assistant Municipal or County government, Admissions Assistant College Admissions office.
• Candidate must be capable of applying a diversified knowledge of principles and practices in assigned technical areas.
• Vendor Management System (VMS) software familiarity and VMS operational experience (buyer side preferred)
• Financial analysis or accounting experience
• Familiarity with SharePoint, Visio and MS Project
• Valid U.S. Drivers License is required.

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.

Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.

ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicants race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.

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If you have any questions about our Reasonable Accommodation Policy, please feel free to email