Program Support Specialist 1
First Tek, Inc.
Vancouver, WA
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JOB DETAILS
LOCATION
Vancouver, WA
POSTED
30+ days ago
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.
Administrative/Clerical Support (70%)
Performs data entry using multiple computer applications, including Microsoft Office, Asset Suite, PeopleSoft, Concur (Government travel service), Microsoft SharePoint, etc. May enter inventory management data, vehicle mileage, training, travel, pen base program, utility bills, etc. Will use Veteran Affairs data tracking program to enter apprentice training information.
Verifies group/organization timekeeping is accurate and follows BPA's established guidelines, policies, and negotiated bargaining agreements (such as Columbia Power Trade Council (CPTC) for hourly workers). Where required, inputs time and labor information into appropriate system.
As required, following established policy and process prepares travel authorization and arrangements for management and staff travel using online systems such as Concur (BPA travel software), etc. Prepares travel vouchers following established process using online system, entering data from staff daily work reports and other communication.
Performs data entry for P-card transactions, materials requests and invoices.
Answers telephone calls and responds to routine telephone requests that have standard answers; refers calls and visitors to appropriate management and staff. As required, controls mail to assure timely staff response, and sends form letters. Sorts and distributes incoming mail; prepares outgoing mail, including bulk mailing packages.
As requested, maintains calendars, makes appointments, and arranges for meeting rooms.
Establishes and maintains office files and provides clerical support, preparing forms for district functions, maintaining catalogs and posting (filing) changes to manuals.
As requested, assists staff in the routine use of software applications, i.e., Microsoft Office, etc.
Process and submit requests to manager for approval for needed office supplies; distribute supplies to appropriate staff per established BPA procedures.
Serves as point-of-contact person for district or other office personnel regarding general district or administrative information.
Coordinates and assists manager with development of annual managers' and employees' performance appraisal plans; implements, oversees and completes related documentation. Schedules and tracks to completion all managers' and employees' progress reviews, while performing associated follow-up to obtaining requisite signatures and approvals.
Provides a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff including:
Greet and screen visitors; address questions and business involving established policy, take messages, schedule appointments and/or refer visitors to other BPA personnel as appropriate.
Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action.
Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert BPA manager / personnel of any concerns or response delays.
Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.
Provide input and recommendations for potential process / procedural improvements.
Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of BPA management-approved process and procedural changes
Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for BPA Managers and other staff as circumstances dictate, which may include:
Scheduling and arranging meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.
Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:
Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
Assist manager by keeping abreast of training deadlines and necessary personnel actions.
Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.
Schedule performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.
Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Capital Management (HCM) is accurately completed within established timelines.
Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:
Assist management and staff in setting up profiles in the BPA travel system (currently Concur).
Prepare / draft necessary foreign and domestic forms associated with travel.
Prepare and process travel authorizations and vouchers for group managers and staff using Concur.
Validate that travel is complete and processing travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.
Track, monitor and notify BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
Coordinate and assist managers and staff with Time & Attendance per established procedures, which may include:
Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass.
May serve as timekeeping power user (able to input time for others as requested).
Maintain and reconcile employee leave calendar submissions with payroll.
Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
Use Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.
Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:
Office moves and workstation adjustments using Workflow Connection.
Onboarding activities for new contract and/or federal personnel.
Computer, software upgrades IT equipment and other resource requests.
Computer, copier, and printer maintenance.
Requests for needed office supplies and distribute to appropriate staff per established BPA procedures.
Coordination of badge return to SLMO.
Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.
Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:
File and disperse documents/letters to appropriate personnel.
Validate that official records are accurately maintained for auditing purposes.
With oversight and approval of the BPA manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.*
Training Program Support (30%)
Reserve rooms and coordinate room configuration and set-up. Verify supplies needed for program or courses are in room.
Schedule and coordinate Instructors.
Provide data monitoring, entry and tracking in HRMIS enterprise learning system:
Participate in processing of external and internal training requests, course cataloging, course session setup, vendor registration/payments, and course session completions.
Participate in creating training course descriptions and assigning competencies to courses.
Create and maintain user guides based on established procedures.
Respond to and for assistance.
Run training reports for staff and/or clients.
Catalog, schedule and confirm attendance in assigned courses in HRMIS training module.
Track training coordination for the apprenticeships and TF organization through HRMIS.
Enter training sessions in the Human Resource Management Information System (HRMIS) system as needed for assigned courses.
Close enrollment to assigned courses following established timelines.
Run rosters and send to Instructors following established timelines.
Collaborate with staff, business units and procurement to support COR responsibilities:
Participate in developing Statements of Work scheduled as directed by the CORs
Research internal and external training vendors and provide market research to identify vendor options
Make reservations for equipment and meeting rooms.
Participate in developing and conducting training needs assessments/surveys, and analyze the information and data obtained in order to anticipate training needs for specific categories of positions that involve fairly well defined and readily understood duties.
Review training needs assessments and create statistical reports that show what training needs to be provided to who, how many, where and when. Provide reports to manager for forecasting training needs.
Develop and coordinate Apprentice Training Schedules.
Compile budget data for BPA managers for long range planning of training and forecast for budget considerations.
Prepare budgetary reports used for cost center budgeting and tracking, and work plan development for BPA manager review:
Utilize existing Excel templates to estimate and track vendor provided training
Run existing budget execution reports from BPA's financial system
Monitor current year expenditures by project, contract, and staff. Alert the BPA manager of any concerns.
Serve as a point of contact for internal inquiries regarding the status of monthly budgetary expenditures related to TFBT and TFZ budgets.
Support training development teams or committees as requested, by providing data, assisting with data analysis and taking meeting minutes
Prepare, copy, and assemble training materials.
Send complete inventory of materials and supplies to training sites for courses.
Assist training self-service program coordinators by processing requests for external training catalog numbers and by pulling completion reports and compiling and summarizing data using Word and Excel.
Initiate/record training evaluations using Survey Monkey or other survey methods. Enter survey data, send surveys to learners and run various survey reports.
Make edits and updates to training materials as requested by training specialists or supervisor.
Maintain training information in HRMIS and verify accuracy:
Enter individual training completions from rosters into HRMIS.
Close completed training sessions in HRMIS.
Upload training completions into HRMIS.
Update and maintain training catalog.
Create and send various training correspondence, communications, and marketing materials.
Update standard operating procedures and job aids as needed.
Prepare and send monthly, quarterly/semi-annual, and ad hoc reports for assigned training programs.
Follow up and document findings on no shows and other attendance issues related to training courses.
*Participation/attendance in voluntary events is NOT billable to BPA. Time spent planning and organizing these events is considered part of the duties of the position and may be performed on billable time.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A Bachelor's degree in Business Administration, Business Management, Business Operations or a related field is preferred
With an applicable Bachelor's degree, 2- years of experience is required.
With an applicable Associate's degree, 4+ years of experience is required.
Without an applicable degree, 6+ years of experience is required.
Experience should consistent with program/project coordination/control and progressively more technical in nature.
Required Technical Skills & Experience (required on matrix)
2+ years' experience performing administrative functions in an automated learning management system
2+ years of relevant work experience in administrative support functions
Working knowledge of SharePoint
Preferred Skills & Experience (optional on matrix)
Proficiency in Visio and Adobe Pro
Proficiency in MS Project
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
About the Company
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