Program Support Specialist

Position: Program Support Specialist 1
ASSIGNMENT RESPONSIBILITIES

Note:

All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.

Program/Project/Process Support (Approximately 40% of the time):

Provide program support for TI training:

Communicate annual training requirements and opportunities for appropriate employees as training becomes available for the year.

Compile and analyze HRMIS 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 TI management and administrative team on a routine basis.

Compile, track and report all external training requests and conference events for TI employees and communicate recommendations to the TI management team on a routine basis.

Provide program support for employee engagement and recognition:

As requested by the BPA manager, prepare annual employee engagement action plans. Compile results and notify the BPA 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 BPA manager to meet established targets.

Process federal worker award requests in HRMIS which include reviewing submissions and validating information. Track submissions and prepare documents for recognition. Verify that submissions are accurate and completed within established timelines.

Coordinate recognition events for TI. Provide technical expertise to lower-level TI organizational administrative support staff in the conduct of employee engagement activities from conception to execution.

Provide program support for TI staffing plans:

Provide administrative expertise regarding navigation through BFTE staffing plan process by creating custom spreadsheets for all of TI and communicating information to management

Analyze HRMIS data and provide information to the TIBA Manager regarding staffing levels for TI

As requested by the BPA manager, collaborate with Human Resources (HR) to move positions so that management can effectively utilize the vacancies within TI and meet mission requirements.

As requested by the TIBA manager, enter HRMIS actions and Fieldglass actions.

Coordinate daily operations 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 Infrastructure Asset Management's processes and associated functions.

Understanding the organization's priorities 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.

Supporting the preparation and tracking of 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.

Providing information to TIBA manager on positions and notifying manager of any budget restrictions.

Creating 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 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, work spaces, and tracking lists. Maintains content and permissions. May be assigned as a Site Coordinator for SharePoint sites.

Provide technical expertise Travel Compliance Process in TI;

Verifies compliance with BPA, 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 BPA travel. Alert the BPA Manager of any concerns.

Comply with Federal travel regulations to make travel arrangements, process travel vouchers, travel authorizations and any other travel related needs.

Administrative/Clerical Responsibilities (Approximately 60% of the time):

Provide a wide variety of confidential administrative tasks for TI 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 BPA personnel as appropriate.

Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.

Build,…