Program Support Specialist - SLMO Program Coordinator​/Invoicing Operations

Program Support Specialist - SLMO Program Coordinator/Invoicing Operations

This Program Support Specialist assignment will provide support across two focus areas: operational support to the Supplemental Labor Management Office (SLMO) (60%) and Contracting Officer Representative (COR) Program and Invoicing Support to the COR Support Team (40%). The assignment will provide data and document maintenance, procurement file maintenance, process compliance, and customer assistance as well as facilitate the day-to-day operations and full lifecycle oversight of the SLMO Operations and COR Support program.

The assignment will provide program support to internal and external organizational clients including the SLMO Manager, Contracting Officer, Operations Team Lead, COR Support Team, corporate managers and multiple COR's in administering procurement, COR customer support, and programmatic activities that directly impacting the realization of corporate goals.

• Monitor and coordinate the daily transactions of the supplemental labor program including the requisition/submittal process and candidate placement, time and expense sheet approval processing, tracking annual required training, day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS), known as Fieldglass.
• Act as point-of-contact for corporate managers, assisting them through the procurement description (API), job posting, interview, candidate shortlisting, and candidate selection process. This includes answering and responding to inquires on the SLMO Helpline.
• Facilitate the on-boarding, assignment maintenance and off-boarding and transition of contract personnel to new assignments. This includes, providing support functions for the entire lifecycle of assignments.
• Maintain on-going communication with both internal organizational clients and external suppliers while maintaining confidentiality of the supplemental labor procurement process. This includes providing training to Fieldglass users, advising both internal and external clients of program policies and procedures, and coordinating the flow of documentation between SLMO and its supplier partners.
• Recommend and draft process solutions to increase the efficiency and effectiveness of SLMO operations, leveraging industry knowledge and best practices. Draft process tools promoting effective coordination of the records, process maps and operating procedures.
• Perform operations program coordination tasks associated with special projects, such as: participation in Kaizen events, Supplier 101 Training, cross-organizational outreach/training, participation in supplier calls and/or special events, participation and promotion of program improvement implementations.
• Provide operational and program support for SLMO Operations Team Lead, SLMO manager, Senior Policy Analyst and co-located Contracting Officer. Support tasks may include: drafting meeting agendas; taking notes, scheduling meetings and organizing and maintaining SLMO records and files
• Obtain, collect, and/or request appropriate documentation as required for procurement files as per procedures. Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a need to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures.
  
  Validate official records are accurately maintained for auditing purposes.
• May be requested to facilitate onboarding and off-boarding outsourced contract workers (non-CFTE).

• Review daily reports to validate the intake of vendor invoices from both external and internal payment processing systems; as needed, verify against corporate Accounts Payable (AP) requirements and other applicable references to confirm "proper invoice" status.
• Assist internal and external stakeholders as needed with invoice verifications and routing to allow for COR approval and follow-on processing actions, meeting the…