Program Support Specialist 1 - 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
BPAmanager or other federal personnel with the authority to do so.

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
BPAmanagers, assisting them through the position description (API), job posting, interview, candidate shortlisting, and candidate selection process, including: serving as a liaison with SLMO's 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
BPAmanagers 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
BPAmanagers 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
BPAmanagers and their delegates on the successful utilization of the SLIM system.

Provide training and support to internal and external customers on the program's 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 webpage

Assist other team members with maintenance and utilization of SLMO SharePoint sites including:

Content maintenance and currency

SharePoint and Website updates

File maintenance.

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.

As needed, provide SLMO administrative support as well as support to the SLMO compliance function.

Monitor and coordinate the daily transactions of the Statement of Work (SOW) program including day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS) known internally as SLIM, an automated web-based VMS operated by FieldglassTM.

May be required to facilitate workflow in the FieldglassTM Statement of Work (SOW)

Module and Profile Worker Module or Contingent Module:
Coordinate with BPA's CO/CORs/Field Inspectors (FI), Suppliers and SLMO Team to facilitate SOW contracts in the FieldglassTM SOW module.

Provide customer support and assistance to FI's, CORs and CO's 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)/
BPAIdentification, 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
BPAentities 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
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


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.

Preferred Skills & Experience (optional on matrix)

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

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

Investigation Type

SF-85, Standard Questionnaire for Non-

Sensitive Positions:
Candidate must be able to pass this background investigation in order to qualify for and/or retain this position.

*Current telework and onsite support is based on BPA's requirements. This schedule is subject to change as BPA's telework policies and onsite workload requirements evolve.


OVERVIEW
Position

This Program Support Specialist position will provide operational support to the Supplemental Labor Management Office (SLMO).

Working within the Operations Team of the Supplemental Labor Management Office, the position will provide data and document maintenance, procurement file maintenance, and process development and maintenance assistance as well as facilitate the day-to-day operations and full lifecycle of Supplemental Labor Management via Fieldglass web-based system operations and functions.

The position will provide Supplemental Labor program support to internal organizational clients as well as support the SLMO manager, Contracting Officer, Operations Team Lead and multiple Contracting Officer's Representatives (CORs) in executing and administering procurement and program actions, directly impacting the realization of program goals.

This SLMO Program Support Specialist will actively participate through facilitating coordinating special projects to support process improvement initiatives or facilitate unique procurement actions in the Supplemental Labor Management Office.

Organization & Culture

SLMO is a fast paced, customer driven organization tasked with providing contract labor to BPA.

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 in knowing we accomplished our tasks and made a difference.

Work is highly process-driven; successful candidate must be able to thrive in this environment, demonstrate excellent attention to detail, organizational skills, and be able to identify and resolve process exceptions.

SLMO work is constantly changing. Must be willing to share and learn information and processes. The work in SLMO does not lend itself to being siloed; we are a collaborative team.

Work is often moved from one team member to another and requires the ability to learn and adapt as changes occur.

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; reacts to work assignment adjustments and changes promptly and efficiently without sacrificing the ability to meet deadlines; flexible during times of change.

POSITION RESPONSIBILITIES

Note:

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

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
BPAmanagers, assisting them through the position description (API), job posting, interview, candidate shortlisting, and candidate selection process, including: serving as a liaison with SLMO's 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
BPAmanagers 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
BPAmanagers 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
BPAmanagers and their delegates on the successful utilization of the SLIM system.

Provide training and support to internal and external customers on the program's 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 webpage

Assist other team members with maintenance and utilization of SLMO SharePoint sites including:

Content maintenance and currency

SharePoint and Website updates

File maintenance.

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.

As needed, provide SLMO administrative support as well as support to the SLMO compliance function.

Monitor and coordinate the daily transactions of the Statement of Work (SOW) program including day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS) known internally as SLIM, an automated web-based VMS operated by FieldglassTM.

May be required to facilitate workflow in the FieldglassTM Statement of Work (SOW)

Module and Profile Worker Module or Contingent Module:
Coordinate with BPA's CO/CORs/Field Inspectors (FI), Suppliers and SLMO Team to facilitate SOW contracts in the FieldglassTM SOW module.

Provide customer support and assistance to FI's, CORs and CO's 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)/
BPAIdentification, 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
BPAentities 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
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


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.

Preferred Skills & Experience (optional on matrix)

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

Additional Requirements (not required on matrix)

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

May be required to provide coverage between the hours of 7:30am and 4:00pm Monday through Friday to answer the SLMO Help Line and respond to urgent email in the Supplemental Labor mailbox.

Appendices

The following appendices apply to this position 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 position.)

Training Type

Details

Provided by

Asset Suite


BPA
SharePoint


BPA
Fieldglass


BPA
DocuSign


BPA
Concur


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
BPAor 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 list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks.

The
BPAmanager's acceptance of the API serves as the manager's attestation that all mitigation measures listed below are or will be established and adhered to in their org.

Area of potential Closely Associated / Inherently Government function

Mitigation Measures

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.

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
BPAfederal personnel.

ONLY Contracting Officers are authorized to obligate
BPAfunds.

Agency / Org Planning

All drafts, documents, materials and recommendations, MUST be reviewed, finalized and approved by appropriate
BPAfederal 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 (CO's).

Decision Making

CFTE may provide input and recommendations to decision-makers.

ONLY appropriate federal personnel may make decisions which obligate
BPAresources 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 other appropriate designee.

Disposing Govt. Property

ALL decisions regarding the disposal of
BPAproperty 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
BPAfederal 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
BPAfederal 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
BPAat outside events, such as workshops, seminars or conferences.

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