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First Tek, Inc. · 1 day ago

Program Support Specialist 1

Vancouver, WA

Full-time

Onsite

Mid Level

4+ years exp

First Tek, Inc. is looking for a Program Support Specialist 1 to provide administrative and operational support. The role involves managing reports, data entry, and assisting with various administrative tasks to ensure efficient operations within the organization.

Information TechnologyStaffing Agency

Responsibilities

Serve as a Point of Contact (POC) for a variety of assigned, routine reports and metrics, which may include: Load Lists, weights and measures, Negotiated Sales, Donations and transfer. (Note: reports may change, be deleted or added, as needed.)

Create and maintain routine, assigned NSL/NSLM reports, gathering information from various systems; such as, Asset Suite using Hyperion

Create various ad-hoc reports for BPA managers, Project Managers and Resource Managers, as requested

Design, create, recommend and develop SharePoint work sites, including setting up a variety of SharePoint views, lists, and libraries; and, develop and recommend a variety of SharePoint reports that produce useful project information / data

Design, create and maintain charts and graphs summarizing and analyzing data within the dashboard or as requested by management for distribution to supply chain managers and other orgs

Perform daily input of data from invoices into PeopleSoft, payables from Asset Suite which include Load Lists from Excel, weights and measures from weight tickets, contract terms from Negotiated Sales, Donations and transfer, documents for excess vehicles and equipment, and verify input for data integrity and clarity

Receive, reconcile, and process all Accounts Payable incoming invoices for manager approval for Haz-mat, scrap, electrical, glass and hazardous disposals

Receive, review and process all Accounts Receivable incoming invoices, statement and checks. Create PDF binder of all documents for manager

Create invoices for received payments or for payments pending in PeopleSoft. Update dashboards, internal filing systems and mail to customer

Review weekly aging report from finance to verify invoices and payments have been recorded; maintain internal filing system for accuracy and comparison

Create Negotiated sales tickets as needed

Assign contract numbers upon receiving and create and maintain electronic paper files for the contracts with extended terms and single sales; follow through process shipment

Create Customer records in IRAM Customer Maintenance

Process E-Recycle program documents for sales and disposals; process, verify and receive excess receivables through Sunflower and IRAM systems. Schedule pickup with vendor working as a liaison between vendor and freight forwarder to resolve issues. Create Shipment, load list and Bill of Lading for each shipment

Process Scrap Metal program tickets, receive and enter delivery receipts from material handler for vendor pick up of scrap metal and enter information into the IRAM inventory system; Process all documentation for surplus auction sales

Post payments in IRAM inventory system; reconcile inventory of sold items monthly and follow up with vendors on discrepancies. Validate material sent to auction as sold and reimbursement has been received and recorded (State Agency Auction Sales Program)

Create transportation requests for all excess truck loads then notify transportation dispatcher

Vehicle and Equipment Program; receive excess documents from Fleet, create IRAM record, request capital work order with TEPO, request status change for catalog with Catalog team, enter into dashboard and assemble all documentation for Material Handler. Create and print SF97 for each vehicle/equip for delivery prior to auction

IRAM Inventory Systems; Investment Recovery Asset Management (IRAM); work as administrator for this program, approve new users with PDO's approval, maintain records and menus. Create and maintain an inventory record of all property, material, vehicle and equipment and scrap. Maintain photographs if inventoried items

Reconcile on hand inventory monthly in IRAM; create ad-hoc reports as necessary

Sunflower Systems; Provide technical expertise for excess process of tracked property for BPA; receive excessed property into IRC steward, create loads for delivery validating piece count in conjunction with IRAM inventory. Research and resolve inventory discrepancies monthly and as needed. Enter inventory excess and update locations; end of life cycles

Provide Kardex/Materials Support including:

Material Release creation/ scheduling warehouse picks and enter into Asset Suite

Customer Service Walk Ins, Will Call and Urgent (HOT) Coordination; Fields a high volume of phone calls and initiates call backs

Coordinate with Transportation for scheduling Material Delivery

Coordinate with Inventory Team for Material delivery, shortages, backorders and optimal stock levels

Coordinate with Account Executives for Urgent deliveries, assembly and routine candy wagon deliveries

Refer customers to traffic specialists for coordination outside vendors and alternative shipping options

Receive, research and respond to general and urgent inventory questions on pricing, tracking and stock

Coordinate with Warehouse Material handlers for urgent needs; walk-ins, pickups, tracking information on expedited orders

Process transfers of materials from WHSE to IRC

Removal of material out of EMS (Emergency Stock)

Coordinate material re-allocation

E-warehouse replenishment reports

Maintaining assembly diagrams and documentation (backlogging assemblies not yet ready to be released)

Processing on demand picks, facility transfers and stock requests. (SRMR)

Provide a wide variety of confidential administrative/clerical support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:

Process personnel actions in BPA's Human Resources management information system (HRmis) following applicable laws, rules, regulation, and local policy/procedures

Create Visitor Access Requests for as needed for visitors to IRC. Review Approved Vendor list annually for accuracy

Greet visitors; address questions and business involving established policy for routine matters

Answer and screen telephone calls; respond to questions and complete business following established policy; forward complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response

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

Review travel expenses for NSLT and NSL contract personnel using Fieldglass, ensuring expenses are accurate and processed in timely manner, and in accordance with federal travel guidelines and agency travel procedures and policies

Run reports for managers, keeping track of the cycle count at the end of each month

Serve as primary Conference Room Support liaison for the driver's room and the large training room in the warehouse; duties include posting training room calendars, assisting in scheduling necessary room services, and assist setup of training room equipment if required

May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.*

Update and maintain desk reference manual

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

Assist manager by keeping informed of training deadlines and necessary personnel actions. Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors

Attend mandatory Administrative Team Meetings

Participate as a team member and in team meetings both professionally and collaboratively

Work as a team member to:

Work together 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

Establish and maintain internal and external communication channels to enable smooth flow of information

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

Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for BPA Managers and other staff as circumstances dictate, which may include:

Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.)

Inform meeting participants of arrangements and of any changes

Compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc

Draft agendas; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials

As requested, attend and take meeting minutes / notes, transcribing / drafting and distributing as appropriate

Inform manager/BPA staff of appointments and other commitments that might have a bearing on future decisions

Coordinate events such as off-site meetings, including all logistics, meeting materials and agendas

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:

Assisting with preparing and submitting passport documentation as necessary

Assisting management and staff in setting up profiles in the BPA 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 processing travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies

Tracking, monitoring and notifying 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. Verifying that time has been approved

Using 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

Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:

Prepare CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval

Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s)

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

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

Qualification

Microsoft ExcelSharePointData entryMicrosoft OutlookMicrosoft PowerPointMicrosoft WordMicrosoft VisioMicrosoft ProjectCustomer ServiceEditing skillsProofreading skillsConfidentiality

Required

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

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

With an Associate's degree in applicable fields, 2 years directly related experience is required

With a Bachelor's degree in applicable fields, 4 years directly related experience is required

Without a degree, 6 years of directly related experience is required

Experience should be consistent with specific requirements of program support and progressively more technical in nature

3 years' workplace experience in mid/high-level, compliance, procedural and process-driven Customer Service or Operational Support positions

Intermediate to Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word Visio and MS Project; sufficient to utilize formulas, manipulate data and create charts

Intermediate to Advanced skills/experience with SharePoint sufficient to support, manage, edit, and maintain site

Data entry experience - large volume

High degree of confidentiality

Preferred

Integrated Office environment (Where an individual worked in a team environment to manage program compliance, customer service, information sharing)

Demonstrated editing and proofreading skills

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