Program Support Specialist in Portland, Oregon

Program Support Specialist 1

ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist 1 will provide a broad range of programmatic and administrative support to the Office of Cyber Security within the Information Technology organization. This role will serve as a liaison between Cyber Security management, work units, support staff, and other IT organizations to ensure the day-to-day operations of the work group run smoothly.

The position will also assist Cyber Security management with oversight and governance activities. The Program Support Specialist must have strong attention to detail, exceptional organizational skills, and the ability to adapt quickly to changing circumstances while working effectively in ambiguous environments. They must consistently meet deadlines, manage competing priorities, and maintain a professional approach in all aspects of their work.

This full-time position is located in Portland, OR.

• Program Support Responsibilities (Approximately 60% of the time):
• Support, coordinate, and help facilitate OCS processes and activities:
• Budgetary Support and Analysis for OCS.
• Prepare regular budget reports and summaries for management review.
• Utilize and maintain designated budget tracking system, ensuring data accuracy and accessibility.
• Assists in capturing future budget needs.
• Assist with compliance with budgetary procedures.
• Participate in cost management meetings and assist in coordinating responses for budget related items.
• Track OCS Staff external training and certifications, including costs.
• Utilize approved programs and data sources (such as financial management systems, project tracking tools, and designated data repositories) to generate comprehensive reports and analyses for OCS leadership. This includes assisting in maintaining and validating performance metrics reports, ensuring data accuracy and consistency within established government guidelines.
• Coordinate workshops and training for OCS and other staff: gather and prepare materials, coordinate formalized group trainings.
• Provide resource management support, which may include:
• Assist with coordination and tracking of onboarding and offboarding activities for OCS staff (including supplemental labor, managed services, and federal employees). This involves assisting CORs or OCS leadership with badging, remote access, workstation/phone provisioning, and offboarding tasks like badge returns.
• Manage office and workstation logistics, including scheduling and coordinating moves and adjustments, utilizing established workflow systems.
• Maintain OCS communications and resource records by monitoring shared mailboxes and ensuring email distribution lists and organizational charts are current with staffing changes.
• Support staff training compliance by tracking, reporting, and analyzing mandatory training completion, and assisting with follow-up and escalation processes.
• Administer IT access and equipment requests, which include submitting and tracking requests for account activation/deactivation with Identity & Access Management, and processing IT Service Desk requests for hardware and software in adherence to approved standards.
• Provide document management and SharePoint administration support to OCS staff:
• Analyze and recommend standards for document management and storage across the OCS.
• Update and maintain the OCS SharePoint sites, including program and project documentation.
• Assist other team members with utilization of SharePoint sites.
• Responsible for SharePoint tasks including content maintenance, file management, and process management assistance.
• Administrative/Clerical Responsibilities (Approximately 40% of the time):
• Provide a wide variety of confidential administrative and clerical support to managers and management staff; serve as a 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:
• Greeting visitors; address questions and business involving established policy or routine matters, take messages, set appointments and refer visitors to other personnel as appropriate.
• Review and finalize documents, memos, and letters to verify proper formatting and accuracy.
• Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and forward matters requiring action to appropriate staff following up to verify a timely response.
• Perform faxing, scanning, and photocopying, and work with the print shop to request printing and other services.
• Update and maintain desk reference manual.
• 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.
• Fulfill request for needed office supplies and coordinate computer, copier, and printer maintenance.
• Assist in the…