Program Support Specialist 3
ACS Professional Staffing

• Location: Vancouver, Washington
• Type: Contract
• Job #8517

Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist 3 will support complex purchasing, procurement, security access coordination, compliance, inventory, and data management activities for control center operations. The role drafts and manages Statements of Work, processes high value hardware, software, and service orders, maintains contracts, budgets, and SharePoint documentation, and supports audits, compliance tracking, and security privilege management. Responsibilities also include equipment and inventory control, database reporting, and process improvement across procurement and operational workflows. The position requires progressively technical program coordination experience and expert proficiency with automated systems such as SharePoint, Visio, enterprise asset systems, and data/reporting tools. This full-time position is located in Vancouver, WA.

Pay Rate: $34.76 - $49.66

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:

• Purchasing and Procurement:
• Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager review.
• Process Control Center contract and material orders in accordance with documented processes; orders in excess of 1.6M for hardware and 4M in software and service contracts not including capital orders. Average order load, not including capital project orders, in excess of 220 non-IT orders and 400-600 IT related orders.
• Request unofficial estimates and budgetary quotes from various vendors for all material orders purchased via P-card.
• Engage project managers (PMs) and subject matter experts (SMEs) to obtain detailed information, requirements and specifications for service engagement contracts.
• Collaborate with Information Technology (IT), Operational Technology (J - OT) and the Control Center Procurement Team to develop best practices, standards and process improvements for diverse procurement objectives.
• Work with PMs, SMEs, Contracting Officers' Representatives (CORs) and Contracting Officers (COs) on product consultations and deployments in regards to procurement requirements, timeframes, security requirements, inherently governmental duties and contract deliverables from execution to completion.
• Work with Accounting office and CORs on Service Contract milestones for payments and pre-payment schedules; create Contract Payment Authorizations (CPAs) in Asset Suite for verified invoices; track billing for budget tracking and forecasting.
• Review and validate materials received meet Control Center requirements.
• Collaborate and coordinate with the procurement COR and vendors to process Returned Merchandise Authorizations (RMA) per established procedures - this includes warranty repairs and exchanges of products to adhere to the required Control Center standards.
• Partner with COs on large contract engagements and enterprise agreements to account for the Control Center portions and licensure managed off of the BUD Network.
• Work between the two Control Centers to develop streamlined practices and processes, inter-control center training, and collaboration for a one Control Center standard.
• Work with Hardware, Contracts, and Services to target fiscal year (FY) end budget in regards to large accruals across multiple orgs and contracts.
• Maintain and support the Operational Technology Procurement SharePoint site which contains all Control Center contracts, status, support and maintenance timelines and all updates pertinent to contract compliance. Maintenance includes updating contract dates, statuses of all outstanding service contracts and dates of order- change dates, current status, etc.
• At manager / COR / CO request, provide feedback of vendor contracts for IT products, such as their support to the company, large deployment execution, response time and overall ability to meet the Control Center procurement objectives.
• Maintain the J-OT / JO approved technology list by obtaining appropriate approval form from the architecture board and inputting the approved model information on the organizations approved technology list.
• Create CAT IDs for the Asset Suite Catalogue, for new hardware standards created and approved by Management for the Control Center.
• Create a case or a Material Request (MR) in Asset Suite following currently approved processes, for Control Center hardware and equipment. Route MR for requisite approval.
• Track order status with Purchasing and Supply Chains.
• For hardware, software, or services; maintain expense budget spreadsheet, analyze accounting differences, and investigate needed corrections; escalate any questions or discrepancies to appropriate federal personnel.
• Perform credit card reconciliation and data entry for hardware group purchase card (P-Card) holder(s). Maintain efficient processes related to purchasing and procurement; provide recommendations for process improvements. Attend P-card (Micro-Purchase) training as requested or required for role holder.
• Coordinate with warehouse shipping to deliver items to Dittmer loading dock.
• Record procurement orders received in the Control Center Management System database and notify the requestor to retrieve and confirm order.
• Support J - OT customers with procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center Purchasing Database, by providing user assistance, training, trouble-shooting, access assistance, etc.
• Draft statements of work, conduct Federal Information Security Management Act (FISMA) reviews, and perform liaison duties between Resource Managers (RMs) and CO's, coordinating information exchanges, explanation of changes to contract scope, schedule or funding.
• Draft, recommend changes, and maintain the Control Center procurement process documents for infrastructure, Operational Technology equipment, software, and maintenance or services contracts. staff will approve all draft documents and recommended changes.
• Operational Support:
• Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing factual information related to the review; information will be used by Subject Matter Experts (SMEs) and Reliability Standards Owners to help determine incident status.
• With oversight from the manager/staff, use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.
• Assist management in developing, implementing, and improving reporting tools that document and communicate the progress of standards-related activities to verify timely completion.
• Following established process and procedures, collect and file compliance artifacts needed for compliance certification.
• With oversight from staff, analyze compliance processes and artifacts for adherence to standards and completeness.
• Draft and recommend work processes to improve compliance posture of the company. Final processes must be reviewed and approved by staff.
• Perform fact-finding and data collection for periodic audits of processes in accordance with defined policy; collect, combine, and submit all necessary audit artifacts required during audits.
• Provide a sustainable compliance process infrastructure by supplying cross training and functional documentation.
• Coordinate priorities and draft documentation on assigned processes for management approval.
• Maintain efficient processes that meet program goals.
• Maintain up-to-date, auditable documentation of processes.
• Propose and implement manager approved changes for continuous improvement.
• Security Privilege Coordination:
• Process all requests for cyber, physical, or logical access within the guidelines and regulations defined by NERC CIP standards, policy and Control Center procedures.
• Staying within NERC guidelines and time constraints, assist in tracking access (physical and cyber) privileges granted for the Control Center, maintaining current system, privilege and resource manager information.
• Coordinate with the Security and Compliance Team (SCT) and the training office for verification of NERC-CIP training, before granting new cyber, physical, or logical access and yearly to verify all current access grants maintain training requirements.
• Verify all requests for cyber, physical, or logical access have a valid Personnel Risk Assessments (PRA) by checking the Security Office PRA verification source of record or by contacting the Security Office directly.
• Perform the revocation and reinstatement of access to cyber and critical cyber assets disabled as a result of Access Revocation processes or employee status changes per established procedures.
• Transfer data from Security Privilege Requests into the Cyber and Physical Access (CAPA) database. This includes:
• Entering data and updates
• Revoking and re-enabling privileges
• Coordinating with customers to implement authorized accounts and privileges in the CAPA database.
• Coordinating, initiating, and maintaining the Access Review process by working with Managers and SME's to verify business need of the granted privileges and that only those privileges that are verified have access.
• Coordinating with customers on visitor access requests to the Control Centers.
• Monitoring Customer Relationship Management (CRM) cases assigned by the Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.
• Reviewing HRMIS/CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.
• Maintaining up-to-date, auditable documentation of processes.
• Proposing and implementing manager-approved changes for continuous improvement.
• Following pre-set guidelines and within established time constraints, performing review of users with authorized cyber access to systems and unescorted physical access to Critical Cyber Assets or Access and Control Monitoring (ACM) Cyber Assets, verifying they have been properly authorized per NERC standards.
• Assisting manager/company staff with review of users with authorized cyber access to all cyber assets or ACM cyber assets, electronic logical access request, as well as authorized physical access to Critical Cyber assets or ACM Cyber Assets.
• Equipment and Inventory Management:
• Complete inventory of all JO Sunflower equipment on an annual basis, when notified by the Organizational Property Management Officer (OPMO), or continuously throughout the year.
• Utilize the Control Center Management System Equipment Manager database, BES Sunflower and other OPMO approved systems to track, transfer and report on assigned property.
• Verify group's asset management policies and procedures follow agency and OPMO guidelines.
• Coordinate with staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.
• Coordinate equipment transfer to IRC.
• Coordinate the disposal of media (hard drives, disks, etc.).
• Coordinate with team lead on Cascade equipment inventory.
• Maintain the Control Center parts inventory and database; review stock list, if part stock drops below established minimum; order spare parts by creating an MR for manager approval.
• Data management:
• Perform research, data input, database maintenance and management reporting utilizing a wide variety of resources. This work may include working with the databases / resources and activities:
• Budget Tracker, Orders & Invoices Report and all tables within
• Procurement SharePoint Site
• LAN DESK Refreshing, compile data from the Control Center Network Data Base (CCNDB) with the LAN DESK patching database to create asset patching list for use by the Operational Technology Infrastructure team.
• Assist others with creating ad hoc, new or standard Database Queries
• Remove net & subnet addresses from CCNDB
• Create & maintain various routine reports as requested
• Investigate purchase order errors
• CAT ID creation
• Sunflower database entries
• Equipment management/disposition
• Equipment loaner agreements
• Contract history and research
• Data input and management on tools used in conjunction with other tasks of the position.
• Validate data accuracy
• Data manipulation and prototyping to create efficient reports.
• Documentation Management:
• Maintain J-OT's library publishing process to verify documentation is published in a timely manner, version controlled, and appropriately reviewed and approved. Verify that appropriate Information Protection rules are adhered to, and required document reviews are scheduled and recorded. Alert Staff to any deviations.
• Draft process guides, step by steps, and other procedures for duties of the position; update as needed to keep current.

Requirements:

• A degree in Business Administration, Business Management, Computer Science, Engineering (or closely related field) is preferred. A Business, Legal or Engineering background is strongly preferred.
• With an applicable Bachelor's degree, 8 years of experience is required.
• With an applicable Associates degree, 10 years of experience is required.
• Without an applicable degree, 12 years of experience is required.
• Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.
• Expert proficiency in automated data systems to include SharePoint and Visio and a high degree of efficiency in technical dynamics of software output (e.g. use of advanced printing such as to plotters, capabilities of cross-software embedding for purposes of presentations, technical webinars, etc.).

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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