Eng Supp Spec 3 - Engineering Operations Specialist - First Tek, Inc.
Vancouver, WA 98666
About the Job
POSITION 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.
Serve as primary point-of-contact and subject matter resource for "BPA Submit” inquiries, submittals, and appropriate processing, which may include:
Provide on-going support, document coordination and communication for projects contracted to external A&E firms, Project Management Teams, Design Teams, Transmission Field (TF) Org and other relevant parties, shepherding project designs between appropriate BPA design team and applicable vendor, validating timely responses and distributions.
Receive and distribute emails for the BPA Submit process, which may include:
Receive inbound emails from contracted A&E firms and internal BPA teams to record, validate, trouble-shoot, route and process as per established procedures.
Maintain and track project milestones in BPA Submit tracking sheet, which may be used by PMs, project teams, internal design teams and others).
Review A&E contracted design submittals to validate compliance with BPA standards and requirements prior to distribution to appropriate internal Design teams for technical engineering review.
Coordinate with various design organizations to distribute design submittals to appropriate organizations.
Track design submittal due dates and maintain design submittal schedule, track emails with each project.
Identify and resolve design review issues by coordinating with BPA design reviewers and corresponding A&E firms. This work may include modifying design packages, drawing lists, and set files in ProjectWise, extensive communication and collaboration with multiple parties, both internal and external.
Assist A&Es with miscellaneous action requests such as deleting or moving files in ProjectWise.
Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.
Utilize tools such as ProjectWise advanced search techniques, and legacy records to locate, research and identify existing drawing packages and other records related to BPA Substation Engineering.
Assist Project Managements teams by providing support for their projects and identifying areas of concern related to milestones of the project review process. Alert the BPA manager or other authorized federal personnel of any concerns.
Fulfill requests to create new Facility Project Folders in ProjectWise, which may include:
Review requests to ensure accurate information is received.
Create naming standard for each project and assign Project number.
Maintain and update Facility Project folder tracking sheet.
Send requests to CAD Support for fulfillment and reply to all applicable parties.
Assist A&E company representatives with miscellaneous action requests such as deleting or moving files in ProjectWise.
Provide project status updates and support to Project Managers (PMs), Contracting Officer's Representatives (CORs), Contracting Officer's (COs), Project Schedulers and others with a need to know.
Serve as primary point-of-contact and subject matter resource for "Drawing Distribution” inquiries, submittals, and appropriate processing, which may include:
Provide on-going support, document coordination and communication for internal design projects submitted through the Drawing Distribution mailbox.
Receive and distribute emails for the Drawing Distribution process, which may include:
Receive inbound emails from various internal BPA design teams to record, validate, trouble-shoot, route, and process as per established procedures.
Document the issued for construction design work that comes into the organization (via Drawing Distribution) and verify that project components are complete within the design distribution process workflow time parameters set.
Provide timely responses to requests for drawing coordination associated with the issue and documentation of internally produced design / drawings.
Review internal designs / drawings; research missing data information and data quality issues, which may involve researching existing paper and electronic records; coordinating with engineers, techs and others to resolve discrepancies.
Assist and provide technician support to design engineers and techs with simple CAD corrections and corrections on drawings packages submitted to Drawing Distribution.
Revise project action plan when required, due to design changes or drawing availability limitations and collaborate with impacted parties to address needs.
Post, update and maintain design / drawing changes for computerized and/or manual records.
Provide cross team and stakeholder coordination and communication on critical tasks, milestones, schedules and project status.
Verify adherence to current project management standard processes and compliance to quality assurance policies. Alert the BPA manager or other authorized federal personnel of any concerns.
Track design submittal due dates and maintain design submittal schedule, track emails with each project.
Track and monitor the project and alert the BPA Manager/BPA Staff when there may be a resource shortage limitation that will hinder completing drawing distribution within 14 days of Design Issue Date.
Update stick files by inserting new half-size drawings and replacing revised half-size drawings into station folders.
Develop a process and workflow to audit and reprint stick files including the blue book assembly by media services.
Publish signed and approved Drawings into ProjectWise.
Verify PDF's meet Central Records requirements to be published.
Attribute all PDFs.
Move pdfs from design disciplines drawing packages folders to the published folders.
Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.
Provide complete design submittal pdf package(s) to media services for construction package printing; request additional construction drawing prints as needed.
Prepare and deliver printed packages for distribution to BPA's Construction and Maintenance (TFH) and Testing and Commissioning (TET) organizations; as well as any others as directed.
Coordinate and collaborate with Media Services and Mail Services to ensure proper handling and distribution of drawing packages.
Distribute issued for construction drawings and record revision print packages, perform print cleanup as needed, and process all voided drawings appropriately.
Retrieve physical and electronic copies of engineering documents for the coordination of issued for construction drawings and record revisions, documentation, and issuance of engineering drawings. Document retrieval may be through SharePoint sites, email, mail, hand delivery, or Bentley ProjectWise.
Coordinate, maintain, and document all issued for construction drawings from internal design groups as well as from the contract management office.
Coordinate drawing workflow with design customer groups impacted by the submittal of issued for construction drawings.
Perform ongoing analyses of process performance data – identify trends and/or deviation from expected performance standards and goals and provide recommendations to address identified issues to BPA Leadership.
Receive, organize and distribute Project Requirements as appropriate for the related, assigned project (PMs, project teams, stakeholders, etc.).
Assist Engineers and design techs within the broader Transmission Engineering (TE) organization with questions and user training on processing drawing package requests, which may include (how to create design drawing packages, fulfill requirements for package to be distributed).
Maintain, support, track, review, update, and organize records, data and processes including:
Project documentation.
Technical workflow and workflow-related tools and processes.
ProjectWise folders
Assist with ProjectWise clean-up related to Facility Project Folders and projects.
Create, update, and maintain Drawing Distribution SharePoint site:
Post relevant design issue information for the tracking of media service requests.
Link electronic forms containing structured data for accessibility, distribution, and filing of design data and engineering design submittals.
Create additional sub directories as needed.
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 Lawful Government Purpose (LGP) 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 objectives.
Assist with reviewing and updating design standards, policies and procedures; participate in and assist with improvement efforts and initiatives.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
High School Graduate or GED certificate required.
Associate or bachelor's degree in project management, office / business management, or an Engineering-related discipline is preferred.
6 years of experience is required with an applicable bachelor's degree.
8 years of experience is required with an applicable associate degree.
10 year of experience is required without a degree or with a degree not in applicable fields.
Experience must be consistent with the specific requirements of engineering operations and progressively more technical in nature. Must be capable of applying diversified knowledge and principles and practices in assigned technical areas. Requires a working knowledge of automated systems.
Required Technical Skills & Experience (required on matrix)
Intermediate skill level with MS SharePoint sufficient to develop SharePoint sites.
Intermediate skill with MS Word and Access.
Intermediate level Excel experience is required, with demonstrated ability to create pivot tables and manipulate data with ease.
Relevant experience in the support of Project Management Office activities.
Experience working in a matrix organizational structure on multiple, simultaneous schedules with multiple stakeholders and business functions.
Preferred Skills & Experience (optional on matrix)
Direct work experience in a Project Coordination or Management, Data Steward, or a related field.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
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.
Serve as primary point-of-contact and subject matter resource for "BPA Submit” inquiries, submittals, and appropriate processing, which may include:
Provide on-going support, document coordination and communication for projects contracted to external A&E firms, Project Management Teams, Design Teams, Transmission Field (TF) Org and other relevant parties, shepherding project designs between appropriate BPA design team and applicable vendor, validating timely responses and distributions.
Receive and distribute emails for the BPA Submit process, which may include:
Receive inbound emails from contracted A&E firms and internal BPA teams to record, validate, trouble-shoot, route and process as per established procedures.
Maintain and track project milestones in BPA Submit tracking sheet, which may be used by PMs, project teams, internal design teams and others).
Review A&E contracted design submittals to validate compliance with BPA standards and requirements prior to distribution to appropriate internal Design teams for technical engineering review.
Coordinate with various design organizations to distribute design submittals to appropriate organizations.
Track design submittal due dates and maintain design submittal schedule, track emails with each project.
Identify and resolve design review issues by coordinating with BPA design reviewers and corresponding A&E firms. This work may include modifying design packages, drawing lists, and set files in ProjectWise, extensive communication and collaboration with multiple parties, both internal and external.
Assist A&Es with miscellaneous action requests such as deleting or moving files in ProjectWise.
Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.
Utilize tools such as ProjectWise advanced search techniques, and legacy records to locate, research and identify existing drawing packages and other records related to BPA Substation Engineering.
Assist Project Managements teams by providing support for their projects and identifying areas of concern related to milestones of the project review process. Alert the BPA manager or other authorized federal personnel of any concerns.
Fulfill requests to create new Facility Project Folders in ProjectWise, which may include:
Review requests to ensure accurate information is received.
Create naming standard for each project and assign Project number.
Maintain and update Facility Project folder tracking sheet.
Send requests to CAD Support for fulfillment and reply to all applicable parties.
Assist A&E company representatives with miscellaneous action requests such as deleting or moving files in ProjectWise.
Provide project status updates and support to Project Managers (PMs), Contracting Officer's Representatives (CORs), Contracting Officer's (COs), Project Schedulers and others with a need to know.
Serve as primary point-of-contact and subject matter resource for "Drawing Distribution” inquiries, submittals, and appropriate processing, which may include:
Provide on-going support, document coordination and communication for internal design projects submitted through the Drawing Distribution mailbox.
Receive and distribute emails for the Drawing Distribution process, which may include:
Receive inbound emails from various internal BPA design teams to record, validate, trouble-shoot, route, and process as per established procedures.
Document the issued for construction design work that comes into the organization (via Drawing Distribution) and verify that project components are complete within the design distribution process workflow time parameters set.
Provide timely responses to requests for drawing coordination associated with the issue and documentation of internally produced design / drawings.
Review internal designs / drawings; research missing data information and data quality issues, which may involve researching existing paper and electronic records; coordinating with engineers, techs and others to resolve discrepancies.
Assist and provide technician support to design engineers and techs with simple CAD corrections and corrections on drawings packages submitted to Drawing Distribution.
Revise project action plan when required, due to design changes or drawing availability limitations and collaborate with impacted parties to address needs.
Post, update and maintain design / drawing changes for computerized and/or manual records.
Provide cross team and stakeholder coordination and communication on critical tasks, milestones, schedules and project status.
Verify adherence to current project management standard processes and compliance to quality assurance policies. Alert the BPA manager or other authorized federal personnel of any concerns.
Track design submittal due dates and maintain design submittal schedule, track emails with each project.
Track and monitor the project and alert the BPA Manager/BPA Staff when there may be a resource shortage limitation that will hinder completing drawing distribution within 14 days of Design Issue Date.
Update stick files by inserting new half-size drawings and replacing revised half-size drawings into station folders.
Develop a process and workflow to audit and reprint stick files including the blue book assembly by media services.
Publish signed and approved Drawings into ProjectWise.
Verify PDF's meet Central Records requirements to be published.
Attribute all PDFs.
Move pdfs from design disciplines drawing packages folders to the published folders.
Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.
Provide complete design submittal pdf package(s) to media services for construction package printing; request additional construction drawing prints as needed.
Prepare and deliver printed packages for distribution to BPA's Construction and Maintenance (TFH) and Testing and Commissioning (TET) organizations; as well as any others as directed.
Coordinate and collaborate with Media Services and Mail Services to ensure proper handling and distribution of drawing packages.
Distribute issued for construction drawings and record revision print packages, perform print cleanup as needed, and process all voided drawings appropriately.
Retrieve physical and electronic copies of engineering documents for the coordination of issued for construction drawings and record revisions, documentation, and issuance of engineering drawings. Document retrieval may be through SharePoint sites, email, mail, hand delivery, or Bentley ProjectWise.
Coordinate, maintain, and document all issued for construction drawings from internal design groups as well as from the contract management office.
Coordinate drawing workflow with design customer groups impacted by the submittal of issued for construction drawings.
Perform ongoing analyses of process performance data – identify trends and/or deviation from expected performance standards and goals and provide recommendations to address identified issues to BPA Leadership.
Receive, organize and distribute Project Requirements as appropriate for the related, assigned project (PMs, project teams, stakeholders, etc.).
Assist Engineers and design techs within the broader Transmission Engineering (TE) organization with questions and user training on processing drawing package requests, which may include (how to create design drawing packages, fulfill requirements for package to be distributed).
Maintain, support, track, review, update, and organize records, data and processes including:
Project documentation.
Technical workflow and workflow-related tools and processes.
ProjectWise folders
Assist with ProjectWise clean-up related to Facility Project Folders and projects.
Create, update, and maintain Drawing Distribution SharePoint site:
Post relevant design issue information for the tracking of media service requests.
Link electronic forms containing structured data for accessibility, distribution, and filing of design data and engineering design submittals.
Create additional sub directories as needed.
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 Lawful Government Purpose (LGP) 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 objectives.
Assist with reviewing and updating design standards, policies and procedures; participate in and assist with improvement efforts and initiatives.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
High School Graduate or GED certificate required.
Associate or bachelor's degree in project management, office / business management, or an Engineering-related discipline is preferred.
6 years of experience is required with an applicable bachelor's degree.
8 years of experience is required with an applicable associate degree.
10 year of experience is required without a degree or with a degree not in applicable fields.
Experience must be consistent with the specific requirements of engineering operations and progressively more technical in nature. Must be capable of applying diversified knowledge and principles and practices in assigned technical areas. Requires a working knowledge of automated systems.
Required Technical Skills & Experience (required on matrix)
Intermediate skill level with MS SharePoint sufficient to develop SharePoint sites.
Intermediate skill with MS Word and Access.
Intermediate level Excel experience is required, with demonstrated ability to create pivot tables and manipulate data with ease.
Relevant experience in the support of Project Management Office activities.
Experience working in a matrix organizational structure on multiple, simultaneous schedules with multiple stakeholders and business functions.
Preferred Skills & Experience (optional on matrix)
Direct work experience in a Project Coordination or Management, Data Steward, or a related field.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Source : First Tek, Inc.