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First Tek, Inc. · 7 hours ago

Program Support Specialist 1

Vancouver, WA

Full-time

Onsite

Entry, Mid Level

2+ years exp

First Tek, Inc. is a company seeking a Program Support Specialist 1 to provide administrative and clerical support. The role involves data entry, coordinating travel arrangements, maintaining office files, and assisting with training program support.

Information TechnologyStaffing Agency

Responsibilities

Performs data entry using multiple computer applications, including Microsoft Office, Asset Suite, PeopleSoft, Concur (Government travel service), Microsoft SharePoint, etc

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.*

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

Qualification

Administrative supportAutomated learning management systemMicrosoft OfficeSharePointData entryTimekeepingOrganizationCustomer serviceMeeting coordinationTraining supportDocument preparationRecord keepingEvent coordinationBudget trackingData analysisSurvey administrationProcess improvementCommunicationTeam collaborationProblem-solvingAttention to detail

Required

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

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

A Bachelor's degree in Business Administration, Business Management, Business Operations or a related field is preferred

Proficiency in Visio and Adobe Pro

Proficiency in MS Project

Valid U.S. Driver's License is required

Company

First Tek, Inc.

To succeed in the complex world of technology, you need exceptional connections – to the right experts, the right opportunities and the right answers.

Founded in 2001

Piscataway, New Jersey, USA

1001-5000 employees