Program Support Specialist

We are CorSource Technology Group, a locally owned technical staffing and recruiting firm in Portland, Oregon.

We encourage you to submit your resume to the job posting link, or directly contact: recruiting@corsource.com, 503-726-4545

19769

Program Support Specialist 1

12 months

Vancouver

This position closes to submittals on June 4th.

Position requires the ability to meet federal background and compliance requirements.

OVERVIEW

Assignment

This assignment will provide program, project, and administrative support to the Infrastructure Asset Management (TI) organization, as well as direct support to the Infrastructure Asset Management Business Administration (TIBA) Manager, and assistance to other Managers and workgroups within the TI organization. This assignment will facilitate program support for a wide variety of activities within the work group and work with organizations throughout Transmission.

Organization

Infrastructure Asset Management Business Administration (TIBA) focuses on oversight, budgeting, staffing, leadership development, and related administrative services (organizational reporting, policy, strategy, training scheduling, recognition, time charging, travel, performance reviews, and P-card management) to support the critical mission and activities of Infrastructure Asset Management (TI).This is a new team that works in a fast paced environment. Onsite work will include working at “visitor/stand up” cubicles that are not individually assigned. Work is primarily sedentary and will alternate between heads down and collaboration.

ASSIGNMENT RESPONSIBILITIES

Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate 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.
• 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, workspaces, 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 the company, 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 travel. Alert the 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 personnel as appropriate.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
• Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
• Perform copying, collating, faxing, and scanning.
• Serve as back-up to other team members within TIBA as needed.
• Serve as liaison between assigned organizations, work units and management support staff. Keep updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the managers, frequent interaction with other managers, and outside contacts.
• Coordinate with and provide administrative guidance to lower-level support staff; may delegate assignments to lower-level contract administrative personnel at the request of the manager.
• Work as a team member to:
• Standardize, streamline and improve overall Administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete teamwork assignments
• develop training as assigned
• Create and maintain Standard Operations Procedures
• Update and maintain desk manual
• Coordinate appointments, including commitments of time. Advise managers of appointments and other commitments that might have a bearing on future decisions. Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.
• Arrange for representation by others if manager’s time and priorities make necessary.
• Compile agenda material, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate. Track and follow up on action items and verify completion.
• Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodation, and rental car and shuttle reservations, for VP and Manager, Lead and staff as needed, which may include:
• Manage all records in accordance with the Information Governance and Lifecycle Management (IGLM) policy and procedure and compliance requirements:
• File and disperse documents/letters to appropriate personnel.
• Validate that official records are accurately maintained for auditing purposes.
• With oversight and approval of the manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
• May coordinate or assist with organizational and agency events such as presentations, retirements, project or employee recognition celebrations, and CFC events. *
• Organizational Specific Responsibilities:
• Utilize OneNote to enable and maintain a digital (paper free) office, to include uploading all meeting information and related documents.
• Sunflower designee for TIBA Manager. Assist with inventory and monitoring of assets.
• Assist with all reorganizational paperwork and associated assignments.
• Perform data entry for P-card transactions.

*Participation/attendance in voluntary events is NOT billable to the company. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience

• A degree in Business Administration, Business Management, Business Operations (or closely related field) is preferred.
• With an applicable Bachelor’s degree, 2 years of experience is required.
• With an applicable Associates degree, 4 years of experience is required.
• Without an applicable degree, 6 years of experience is required.
• Experience should be workplace experience in mid/high-level, process-driven Customer Service or Operational Support positions (Position examples: Bank or Credit Union Teller, Customer Service Assistant for Municipal or County government, Admissions Assistant for College Admissions office, etc.).

Required Technical Skills & Experience

• Intermediate to Advanced skills/experience with SharePoint or similar system sufficient to:
• Support, manage, edit, and maintain site
• Intermediate to Advanced skills/experience with MS Office Suite (Outlook, OneNote, PowerPoint, Word and Excel)
• Demonstrated editing and proofreading skills and attention to detail

All qualified applicants at CorSource Technology Group will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Does this position sound interesting, but perhaps not for you? If you know of a friend or colleague that could be a match, your referral could be worth a referral us.

recruiting@corsource.com, 503-726-4545