Program Support Specialist 1
ACS Professional Staffing

• Location: Vancouver, Washington
• Type: Contract
• Job #8502

Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist 1 will provide program and administrative support across performance management, training, staffing, and daily operations, serving as a Workday subject-matter resource for managers and staff. The role coordinates performance plans, reporting, documentation, calendars, meetings, travel compliance, and records management while maintaining SharePoint sites and tracking systems. Responsibilities include data analysis, reporting, employee engagement and recognition support, and leading administrative processes and teams. Qualified candidates will have mid- to high-level operational or customer support experience, strong Workday and SharePoint skills, advanced document management abilities, and demonstrated editing, proofreading, and professional written and verbal communication skills. This full-time position is located in Vancouver, WA.

Pay Rate: $27.63 - $36.18

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, Hospital Indemnity, 401k (immediately eligible for employee and employer contributions - employer match up to 4%)
• Other benefits include the following: Calm App, LifeBalance Discount Program

Responsibilities:

• Program/Project/Process Support (Approximately 40% of the time):
• Serve as the Talent Partner for OT in the Department Of Energy (DOE) Workday Management System.
• Provide program support, technical expertise and training to managers, admin, and employees in all aspects of Workday. Facilitates and supports the annual performance management process for OT by providing administrative expertise to managers, admin and employees in the development, tracking and close out of yearly performance evaluations. Supporting activities include:
• Scheduling performance related 1:1 meetings between managers and direct reports throughout the year including Start of Year, routine performance check-ins, progress reviews and End of Year discussions. Documents the timeline and consolidates and maintains the supporting documentation in accordance with established Information Governance and Lifecycle Management requirements.
• Applying a strong familiarity with the manager's performance contract in order to prioritize and track meetings, work and delegated projects or tasks to assist managers in maintaining accountability and meeting established targets.
• Compiling and creating supporting documentation for development, review and close outs of performance plans, including OT, Transmission and Agency strategy and performance targets.
• Understand and utilize the Workday workflow to provide technical expertise to managers and admin. As requested by the manager, provide the following support:
• Route and re-route plans as necessary;
• Close plans when appropriate.
• Change plan dates.
• Update rating and reviewing officials.
• Technical Expert for tracking to completion all progress reviews and close-out activities at the conclusion of the rating period. Additionally, track and monitor employee reassignments and performance plan requirements for advisory plans throughout the year.
• As requested, generate reports, analyze trends and data in staffing, budget, and training reports, and provide recommendations and feedback to managers to facilitate the timely completion of process requirements to facilitate compliance with DOE established timelines.
• Provide program support and technical guidance to assigned admin and other talent partners in J in the investigation and resolution of performance plan issues such as why plans are on hold, what action needs to be taken to take off hold, changing of rating and reviewing officials, and how to resolve anomaly situations to confirm that all employees have a graded annual plan at the end of the year.
• Provide program support for OT training:
• Communicate annual training requirements and opportunities to appropriate employees as training becomes available for the year.
• Compile and analyze training completion data to identify deficiencies, and correct errors in reporting.
• Develop a tracking mechanism for monitoring training completion status and communicate results to the OT management & admin team on a routine basis.
• Compile, track and report all external training requests and conference events for OT employees and communicate recommendations to the OT management team on a routine basis.
• Provide program support for employee engagement and recognition:
• As requested by the manager, prepare annual employee engagement action plans. Compile results and notify the manager of any action items.
• Develop a tracking mechanism for monitoring progress of deliverables identified in the yearly action plan, analyze trends and provide recommendations to the manager to meet established targets.
• Process federal worker award requests in appropriate systems. Review submissions, validate information. Track submissions and prepare documents for recognition. Verify that submissions are accurate and completed within established timelines.
• Coordinate recognition events for OT*. Provide technical expertise to lower level OT organizational administrative support staff in the conduct of employee engagement activities from conception to execution.
• Provide support for OT staffing plans:
• Provide administrative expertise to the director regarding navigation through BFTE staffing plan process by creating custom spreadsheets for all of OT and communicating information to management
• Analyze employee data and provide information to the Director regarding staffing levels for OT
• As requested by the manager, collaborate with Human Resources POC in J-OT to move positions so that management can effectively utilize the vacancies within OT and meet mission requirements.
• Coordinate daily operations of the OT Director and managers by:
• Analyzing and providing data, document and process maintenance assistance. This includes staying up to date on the day-to-day coordination and processing of OT process and associated functions.
• Understanding the organization's priorities in order to track meetings, work and delegated projects and tasks to verify that targets are met in a timely manner.
• Developing and maintaining 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 and alert the manager of concerns or delays.
• Assist as needed; preparing and tracking CFTE assignment extension documents; prepares, monitors and completes related documentation, submitting for proper review and approval. Perform associated follow-up to obtain required signatures and approval.
• Provides information to OT Director on positions and notify manager of any budget restrictions.
• Creating executive office desk procedures, drafting communication plans and letters. Provide assistance and recommendations with project planning (town halls, offsite meeting logistics, survey preparation, re-org documentation etc...).
• Monitoring inboxes; responding and/or forwarding e-mails to appropriate OT staff for response. Track and follow up on action items and verify completion.
• Establishing, maintaining, and administering assigned SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Maintains content and permissions by coordinating with the OT SharePoint support person
• Provide technical expertise Travel Compliance Process in OT;
• Verifies compliance with the company, DOE and Federal travel regulations.
• Conducts internal audits of lower level organization travel on a random basis to confirm that authorizations and vouchers will pass audit by travel. Alert the Manager of any concerns.
• Administrative/Clerical Responsibilities (Approximately 60% of the time):
• Provide a wide variety of confidential administrative/clerical tasks for the OT Director, managers and support staff of the assigned organization.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other 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 Director or 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 all OT staff to maintain conformance with general policies and correspondence procedures.
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
• 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 personnel as needed, following up to verify a timely response.
• Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
• Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
• Review incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments.
• 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 copying, collating, faxing, and scanning.
• Serve as back-up to Tier I, II and Tier III level Administrative Assistants as needed.
• Serve as liaison between assigned organizations, work units and management support staff. Keep updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the managers, frequent interaction with other managers, and outside contacts.
• Coordinate with and provide administrative guidance to lower-level support staff; may delegate assignments to lower level contract administrative personnel at the request of the manager.
• Administrative Team Lead:
• Lead an admin team of 6 + CFTE admin, verifying processes and procedures are followed:
• Organize and coordinate organizational Administrative Team Meetings.
• Attend and lead mandatory Administrative Team Meetings.
• Serves as a lead & team member and in team meetings both professionally and collaboratively.
• Work as a lead team member to:
• Standardize, streamline and improve overall Administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete team work assignments
• Mentor and develop training for new administrative support assistants
• Create and maintain Standard Operations Procedures admin SharePoint site
• Update and maintain desk manual and verify that all OT admins have updated desk manuals
• Proactively coordinate OT Director and managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing director and managers' appointments, meetings, conferences and calendar:
• Coordinate appointments, including commitments of time. Advise managers of appointments and other commitments that might have a bearing on future decisions. Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate manager / personnel.
• Accept meeting invitations, assist with outside visitor requests and schedule interviews.
• Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
• Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Compile agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.
• Arrange for representation by others if manager's time and priorities make necessary.
• Compile agenda material, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate. Track and follow up on action items and verify completion.
• Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Assist manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare retirement documentation for Administrators signature
• Compile and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• Register Director, manager, and staff for internal/external training classes and conferences.
• Give recommendations to manager by recommending and implementing approved staff recognition opportunities.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, and Telework Agreements for federal (BFTE).
• Track and maintain Overtime/Comp Time authorizations for BFTE personnel.
• Compile & complete appropriate new employee on-boarding activities and retirement documentation.
• Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for Director & Manager, Lead and staff as needed, which may include:
• Preparing and submitting passport documentation as necessary.
• Assisting management and staff in setting up profiles in the travel system (currently Concur).
• Preparing / drafting necessary foreign and domestic forms associated with travel.
• Preparing and processing travel authorizations and vouchers for group managers and staff using Concur.
• Validating that travel is complete and process travel documentation in a timely manner and in accordance with federal and travel procedures and policies.
• Tracking, monitoring and notifying 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 and Attendance per established procedures, which may include:
• Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Business Enterprise System
• Serving as J-OT wide timekeeping power user (able to input time for others as requested).
• Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
• Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.
• Verifying 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.
• Verifying all OT time is approved by appropriate manager within established timeline on bi weekly basis.
• Schedule interviews through Fieldglass; prepare interview packets for assigned manager(s).
• Liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, compile info, request and track:
• 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 procedures.
• Coordination of badge return to SLMO.
• Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
• Serve as organization's technical expert and central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.
• Responsible for maintaining office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.
• Maintain the organizational Tier II and Tier III SharePoint sites including updating changes and adding new content.
• Sharepoint owner & technical expert for all OT Leave calendars
• Maintain filing system(s), files, emails and records in accordance with compliance requirements. File and disperse documents/letters only to appropriate personnel. Maintain all official records in accordance with the Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.
• Manage all records in accordance 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 manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
• Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures
• Adhere to, follow, support and promote all documented company and organizational administrative practices and procedures, actively and professionally educating others and/or training new staff as requested.
• Serve as back-up Conference Room Support liaison for organizational conference room and executive touchdown office.
• May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.*
• Organizational Specific Responsibilities:
• Utilize OneNote to enable and maintain a digital (paper free) office, to include uploading all meeting information and related documents for the VP prior to scheduled meetings.
• Sunflower designee for J-OT Director. Assist with inventory and monitoring of assets.
• Assist director, and internal ops representatives with all reorganizational paperwork and associated assignments.

Requirements:

• A degree in Business Administration, Business Management, Business Operations (or closely related field) is preferred.
• With an applicable Bachelor's degree, 1 years of experience is required.
• With an applicable Associates degree, 3 years of experience is required.
• Without an applicable degree, 5 years of experience is required.
• Experience should be workplace experience in mid/high-level, process-driven Customer Service or Operational Support positions and be progressively more technical in nature
• Intermediate to advanced skills/experience with SharePoint sufficient to:
• Support, manage, edit, and maintain site
• Familiarity with Visio and MS Project is preferred
• Demonstrated editing and proofreading skills
• Verbal and written communications skills with demonstrated tact, diplomacy and discretion.
• Valid U.S. Driver's 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 applicant's 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.

If you have any questions about the job posting, please contact recruiting@acsprostaffing.com

If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com

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