Program Support Specialist 1 - 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 main point of contact (POC) for formatting assistance to Account Specialists (AS) and Account Executives (AEs).
Review contract cover letters and transmission service agreements for consistent formats in accordance with established BPA Correspondence procedures and transmission agreement templates. Verify that all Agency Standard Provisions are inserted, or current templates are used. Confirm agency and TS policy and tariff requirements are adhered to, verifying data elements are consistent with business practices, agency standards, tariff, and desk procedures.
Perform multiple quality assurance format checks on draft and fully approved contracts.
Assist AS with contract drafting as needed, AS will review and run through the internal stakeholder review process.
Add electronic signature capability to all finalized Transmission contracts.
Send AEs and other signing authorities a complete final package including electronic signature blocks.
Email correspondence and contracts to customers and receive contracts from customers through the txsalescontracts mailbox.
Monitor and organize the Txsalescontracts outbox, checking it multiple times a day and managing read receipts and delivery receipts.
Track and monitor delivery receipts of electronic/Federal Express (Fed Ex) packages.
Process returned, executed agreements from the agency's customers.
Update the Commercial Business System Administration (CBSA) by inserting contract sent dates and returned dates.
Save and store (electronically) all awardable ATC authorizations received from the Reservation Desk to a file on the shared drive.
Prepare the bi-weekly Transmission Sales report with data collected from Account Executives (AEs).
Assist in drafting and finalizing process and procedure documents, including TSE/TSES documents, matrixes, delegations of authority processes, quality assurance checklists and desk procedures, and manage data control of documents. Obtain management approval before finalizing all documents.
Notarize Washington State Wireless contracts, record all Notaries in record book.
Work with AS and AEs, and with other organizations within BPA and its customers to correct anomalies and ready documents for electronic signature by the Transmission AEs, BPA managers, and Transmission Vice Presidents.
Serve as primary POC for editing assistance to AS, Customer Contract Support (KSC), Transmission Services (TS), and other organizations on an as needed basis.
Act as the final POC for (KSC) questions or issues on all contract documents.
Coordinate efforts and set up necessary meetings for the creation and maintenance of all long-term contract templates for the Transmission (T) business line, confirming that all organizations are represented technically and legally. Contract documents include Federal Energy Regulatory Committee (FERC) Open Access Transmission Tariff (OATT) contracts to comply with National Energy Regulatory Committee (NERC), Operational contracts related to BPA and Western Electrical Coordinating Council (WECC), Operations and Maintenance, Fiber, and Wireless contracts, etc.
Upload contract templates into the Customer Contract Management (CCM) system and revise templates as needed.
Participate as a team member on cross agency system initiatives, as requested.
Disseminate training to staff on Transmission Marketing & Sales' (TS) and agency policies; provide updates and any related training regarding process changes in a timely manner.
Set up electronic signatures for agency groups to use as a signing method.
Provide electronic signature training to other work groups as needed.
Compile a variety of spreadsheet data for management and staff and report information at various meetings as requested.
Work with new and existing systems that aid in TSE and TSES job functions. Perform user acceptance checks, training, and maintenance, maintaining data quality for all "systems” under TSE responsibility. This includes SharePoint, BPA websites, maintaining shared drives, the Customer Contract Management (CCM) system, the Customer Data Management (CDM) system, etc.
Maintain and update SharePoint and other databases as necessary, for document quality management including:
Site Development – to include site creation, design, layout, creation, and maintenance of lists, libraries, data entry, and other system content.
Administration – to include assistance with site permissions and permission revocations; collaboration with IT for upgrades, patches, enhancements, and other system changes (migrations).
File Maintenance – to include data steward of information assets maintained electronically, assure asset availability for audit purposes; archive or destroy records according to established policy and procedure.
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 purposes.
Process facilitation – to include development of processes, procedures, guidance, and other materials to assist with the use of the various TSE/TSES systems; assist new/infrequent users to accomplish system-related goals; recommend process changes to improve efficiency, data quality, customer service, etc.; suggest Workflow usage(s) to enhance visibility and accountability; etc.
Assist with the development and coordination of the dispute resolution process, including document drafting, meeting scheduling and facilitation, and document management.
Act as a primary data steward for the CDM system. This includes attending data steward training, meetings, and inputting changes to customer information and team assignments into the CDM system.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A degree in Business Administration, Management, Accounting, or Computer Science or a related field is preferred.
1 year of experience is required with an applicable bachelor's degree.
3 years of experience is required with an applicable associate degree.
5 years of experience is required without an applicable degree.
Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature
Required Technical Skills & Experience (required on matrix)
4 years of experience in administrative support functions with programs such as Word, PowerPoint, and Outlook.
2 years of experience using Microsoft Excel, and Visio.
1 year of experience administering SharePoint or similar platform sufficient to produce: site creation, design, layout, creation and maintenance of lists, libraries.
Preferred Skills & Experience (optional on matrix)
Excellent proof reading, grammar, and attention to detail.
Ability to manage multiple priorities and organize efficiently.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Notary License/Commission/Appointment for the state of OR or WA is required within 60 days of assignment start. Worker/Employer is responsible for maintaining current license.
Appendices
The following appendices apply to this position and may be downloaded from the Fieldglass Reference Library:
Offsite Work
Training Expectations (Worker is expected to keep current on the latest technologies and skills required for the position.)
Training Type
Details
Provided by
Customer Contract Management System (CCM)
BPA
Asset Suite
BPA
Customer Data Management System (CDM)
BPA
Customer Portal (CP)
BPA
Service Point Profile (SPP)
BPA
Open Access Same-Time Information System (OASIS)
BPA
Commercial Business Support Application (CBSA)
BPA
BPA Correspondence Procedures
BPA
Attendance at all conferences, workshops, training, etc. must be pre-approved by SLMO. Requests will be reviewed on a case-by-case basis. Approval is subject to the most current guidance provided to SLMO by BPA or DOE and is subject to change at any time. SLMO reserves the right to negotiate attendance on billable/non-billable hours and reimbursement of travel costs with the supplier. Reimbursable travel costs must adhere to the Federal Travel Regulations and be submitted via an expense sheet in Fieldglass.
CLOSELY ASSOCIATED RESPONSIBILITIES & REQUIRED ASSOCIATED MITIGATION MEASURES
The following list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks. The BPA manager's acceptance of the API serves as the manager's attestation that all mitigation measures listed below are or will be established and adhered to in their org.
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
Access to Confidential / Sensitive Information
CFTE MUST sign NDA (Non-Disclosure Agreements) at beginning of assignments.
CFTE MUST complete annual Information Security and Privacy Awareness training.
CFTE MUST complete and pass background investigations of an appropriate level.
Acquisition Planning / Source Selection
CFTE are not permitted to serve as "voting” members for acquisition selections.
All purchasing decisions MUST be made by appropriate federal personnel (Contracting Officers).
All acquisition documents (requirements,
SOW's, evaluation criteria, etc.) MUST be reviewed, finalized and approved by appropriate BPA federal personnel.
ONLY Contracting Officers are authorized to obligate BPA funds.
Agency / Org Planning
All drafts, documents, materials and recommendations, MUST be reviewed, finalized and approved by appropriate BPA federal personnel.
Budget / Finance Prep
ONLY Federal Employees may determine budget priorities & allocations.
BFTE MUST control, and finalize / approve ALL budgets and related documentation, including that for projects, programs and Organizations.
Contract Management
ALL Contractual documents, including invoices MUST be finalized / approved by appropriate Federal personnel.
All contract related decisions (modifications, changes, performance) MUST be determined by appropriate federal personnel (CO's).
Decision Making
CFTE may provide input and recommendations to decision-makers.
ONLY appropriate federal personnel may make decisions which obligate BPA resources or to a specific course of action.
Direction & Control
(directing BFTE)
CFTE are not permitted to direct the actions of federal employees (BFTE) or have any control or input into their performance.
Work of BFTE MUST be assigned by federal manager, supervisor, Program / Resource manager or other appropriate designee.
Disposing Govt. Property
ALL decisions regarding the disposal of BPA property MUST be made by appropriate federal personnel; and, all property dispositions MUST be directed and controlled by the Investment Recovery Center (IRC).
Dissemination of Agency/Policy Information / Training
All training and any information that is to be disseminated MUST be either 1) per established policy, process, procedure, or practice; or, 2) reviewed, finalized and approved by appropriate BPA federal personnel.
Inspection / IT Testing
Processes and procedures MUST ensure Federal personnel review inspection findings and CFTE recommendations before acceptance or rejection of material(s) / item(s).
HR Support
CFTE may assist with HR functions per established procedures, processes and guidelines (e.g., timekeeping).
ALL work products MUST be reviewed and finalized by appropriate federal employees.
Policy Development
BPA's process for Policy development includes multiple levels of federal review prior to acceptance / adoption.
Interpretation of Policy/Regulations
ONLY BPA federal employees MAY determine the applicability and interpretation of regulations.
CFTE are not permitted to "interpret” regulations for or on behalf of BPA. Regulations are interpreted by federal personnel and communicated via standards, guides, policies and processes.
Representing BPA
Contract workers are required to identify themselves and their employer in signature blocks, in introductions and have a nameplate outside their cubicle.
CFTE MUST receive written VP approval to represent BPA at outside events, such as workshops, seminars or conferences.
Page 4 of 4 F_0121_API_TEMPLATE_052324
*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE
ADDITIONAL POSITION INFORMATION
Title & Level
Program Support Specialist 1
Location
Vancouver, WA
Specialty
Contract Review Specialist
Telework Eligible?*
Yes
Organization
TSES
Number of Days Onsite per Week*
3 days per two-week pay period
Hours
Full-Time, up to 40 hours
Additional Information*
Telework per BPA policy. Subject to change.
Overtime
5% anticipated
On-Call
No
Travel
Up to 10% Meetings and training
FN Status
NOT open to Foreign Nationals
Investigation Type
SF-85, Standard Questionnaire for Non-Sensitive Positions: Candidate must be able to pass this background investigation in order to qualify for and/or retain this position.
*Current telework and onsite support is based on BPA's requirements. This schedule is subject to change as BPA's telework policies and onsite workload requirements evolve.
OVERVIEW
Position
This contract Program Support Specialist position will provide program support and assistance to the Transmission Account Services (TSES) organization within the Transmission Sales (TSE) department at *** (BPA). This position will work in conjunction with management to provide contract documentation and process change training and will help facilitate workload priorities with guidance provided by the Account Service Manager. This position will also support the Account Executive (AE) and Account Services teams to achieve annual program and organizational initiatives, customer satisfaction targets and contract compliance. In addition, this position will verify compliance with all relevant agency polices for contract documents, correspondence, processes, data quality checks, desk procedures, and A-123 (Federal Government equivalency to Sarbanes Oxley).
Organization & Culture
TSES provides expertise and assistance to the Account Executives (AEs) for Transmission customer support, including contract development and finalization, quality control review of Transmission contracts, analysis, customer issue resolution and front office contract administration.
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 main point of contact (POC) for formatting assistance to Account Specialists (AS) and Account Executives (AEs).
Review contract cover letters and transmission service agreements for consistent formats in accordance with established BPA Correspondence procedures and transmission agreement templates. Verify that all Agency Standard Provisions are inserted, or current templates are used. Confirm agency and TS policy and tariff requirements are adhered to, verifying data elements are consistent with business practices, agency standards, tariff, and desk procedures.
Perform multiple quality assurance format checks on draft and fully approved contracts.
Assist AS with contract drafting as needed, AS will review and run through the internal stakeholder review process.
Add electronic signature capability to all finalized Transmission contracts.
Send AEs and other signing authorities a complete final package including electronic signature blocks.
Email correspondence and contracts to customers and receive contracts from customers through the txsalescontracts mailbox.
Monitor and organize the Txsalescontracts outbox, checking it multiple times a day and managing read receipts and delivery receipts.
Track and monitor delivery receipts of electronic/Federal Express (Fed Ex) packages.
Process returned, executed agreements from the agency's customers.
Update the Commercial Business System Administration (CBSA) by inserting contract sent dates and returned dates.
Save and store (electronically) all awardable ATC authorizations received from the Reservation Desk to a file on the shared drive.
Prepare the bi-weekly Transmission Sales report with data collected from Account Executives (AEs).
Assist in drafting and finalizing process and procedure documents, including TSE/TSES documents, matrixes, delegations of authority processes, quality assurance checklists and desk procedures, and manage data control of documents. Obtain management approval before finalizing all documents.
Notarize Washington State Wireless contracts, record all Notaries in record book.
Work with AS and AEs, and with other organizations within BPA and its customers to correct anomalies and ready documents for electronic signature by the Transmission AEs, BPA managers, and Transmission Vice Presidents.
Serve as primary POC for editing assistance to AS, Customer Contract Support (KSC), Transmission Services (TS), and other organizations on an as needed basis.
Act as the final POC for (KSC) questions or issues on all contract documents.
Coordinate efforts and set up necessary meetings for the creation and maintenance of all long-term contract templates for the Transmission (T) business line, confirming that all organizations are represented technically and legally. Contract documents include Federal Energy Regulatory Committee (FERC) Open Access Transmission Tariff (OATT) contracts to comply with National Energy Regulatory Committee (NERC), Operational contracts related to BPA and Western Electrical Coordinating Council (WECC), Operations and Maintenance, Fiber, and Wireless contracts, etc.
Upload contract templates into the Customer Contract Management (CCM) system and revise templates as needed.
Participate as a team member on cross agency system initiatives, as requested.
Disseminate training to staff on Transmission Marketing & Sales' (TS) and agency policies; provide updates and any related training regarding process changes in a timely manner.
Set up electronic signatures for agency groups to use as a signing method.
Provide electronic signature training to other work groups as needed.
Compile a variety of spreadsheet data for management and staff and report information at various meetings as requested.
Work with new and existing systems that aid in TSE and TSES job functions. Perform user acceptance checks, training, and maintenance, maintaining data quality for all "systems” under TSE responsibility. This includes SharePoint, BPA websites, maintaining shared drives, the Customer Contract Management (CCM) system, the Customer Data Management (CDM) system, etc.
Maintain and update SharePoint and other databases as necessary, for document quality management including:
Site Development – to include site creation, design, layout, creation, and maintenance of lists, libraries, data entry, and other system content.
Administration – to include assistance with site permissions and permission revocations; collaboration with IT for upgrades, patches, enhancements, and other system changes (migrations).
File Maintenance – to include data steward of information assets maintained electronically, assure asset availability for audit purposes; archive or destroy records according to established policy and procedure.
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 purposes.
Process facilitation – to include development of processes, procedures, guidance, and other materials to assist with the use of the various TSE/TSES systems; assist new/infrequent users to accomplish system-related goals; recommend process changes to improve efficiency, data quality, customer service, etc.; suggest Workflow usage(s) to enhance visibility and accountability; etc.
Assist with the development and coordination of the dispute resolution process, including document drafting, meeting scheduling and facilitation, and document management.
Act as a primary data steward for the CDM system. This includes attending data steward training, meetings, and inputting changes to customer information and team assignments into the CDM system.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A degree in Business Administration, Management, Accounting, or Computer Science or a related field is preferred.
1 year of experience is required with an applicable bachelor's degree.
3 years of experience is required with an applicable associate degree.
5 years of experience is required without an applicable degree.
Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature
Required Technical Skills & Experience (required on matrix)
4 years of experience in administrative support functions with programs such as Word, PowerPoint, and Outlook.
2 years of experience using Microsoft Excel, and Visio.
1 year of experience administering SharePoint or similar platform sufficient to produce: site creation, design, layout, creation and maintenance of lists, libraries.
Preferred Skills & Experience (optional on matrix)
Excellent proof reading, grammar, and attention to detail.
Ability to manage multiple priorities and organize efficiently.
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 main point of contact (POC) for formatting assistance to Account Specialists (AS) and Account Executives (AEs).
Review contract cover letters and transmission service agreements for consistent formats in accordance with established BPA Correspondence procedures and transmission agreement templates. Verify that all Agency Standard Provisions are inserted, or current templates are used. Confirm agency and TS policy and tariff requirements are adhered to, verifying data elements are consistent with business practices, agency standards, tariff, and desk procedures.
Perform multiple quality assurance format checks on draft and fully approved contracts.
Assist AS with contract drafting as needed, AS will review and run through the internal stakeholder review process.
Add electronic signature capability to all finalized Transmission contracts.
Send AEs and other signing authorities a complete final package including electronic signature blocks.
Email correspondence and contracts to customers and receive contracts from customers through the txsalescontracts mailbox.
Monitor and organize the Txsalescontracts outbox, checking it multiple times a day and managing read receipts and delivery receipts.
Track and monitor delivery receipts of electronic/Federal Express (Fed Ex) packages.
Process returned, executed agreements from the agency's customers.
Update the Commercial Business System Administration (CBSA) by inserting contract sent dates and returned dates.
Save and store (electronically) all awardable ATC authorizations received from the Reservation Desk to a file on the shared drive.
Prepare the bi-weekly Transmission Sales report with data collected from Account Executives (AEs).
Assist in drafting and finalizing process and procedure documents, including TSE/TSES documents, matrixes, delegations of authority processes, quality assurance checklists and desk procedures, and manage data control of documents. Obtain management approval before finalizing all documents.
Notarize Washington State Wireless contracts, record all Notaries in record book.
Work with AS and AEs, and with other organizations within BPA and its customers to correct anomalies and ready documents for electronic signature by the Transmission AEs, BPA managers, and Transmission Vice Presidents.
Serve as primary POC for editing assistance to AS, Customer Contract Support (KSC), Transmission Services (TS), and other organizations on an as needed basis.
Act as the final POC for (KSC) questions or issues on all contract documents.
Coordinate efforts and set up necessary meetings for the creation and maintenance of all long-term contract templates for the Transmission (T) business line, confirming that all organizations are represented technically and legally. Contract documents include Federal Energy Regulatory Committee (FERC) Open Access Transmission Tariff (OATT) contracts to comply with National Energy Regulatory Committee (NERC), Operational contracts related to BPA and Western Electrical Coordinating Council (WECC), Operations and Maintenance, Fiber, and Wireless contracts, etc.
Upload contract templates into the Customer Contract Management (CCM) system and revise templates as needed.
Participate as a team member on cross agency system initiatives, as requested.
Disseminate training to staff on Transmission Marketing & Sales' (TS) and agency policies; provide updates and any related training regarding process changes in a timely manner.
Set up electronic signatures for agency groups to use as a signing method.
Provide electronic signature training to other work groups as needed.
Compile a variety of spreadsheet data for management and staff and report information at various meetings as requested.
Work with new and existing systems that aid in TSE and TSES job functions. Perform user acceptance checks, training, and maintenance, maintaining data quality for all "systems” under TSE responsibility. This includes SharePoint, BPA websites, maintaining shared drives, the Customer Contract Management (CCM) system, the Customer Data Management (CDM) system, etc.
Maintain and update SharePoint and other databases as necessary, for document quality management including:
Site Development – to include site creation, design, layout, creation, and maintenance of lists, libraries, data entry, and other system content.
Administration – to include assistance with site permissions and permission revocations; collaboration with IT for upgrades, patches, enhancements, and other system changes (migrations).
File Maintenance – to include data steward of information assets maintained electronically, assure asset availability for audit purposes; archive or destroy records according to established policy and procedure.
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 purposes.
Process facilitation – to include development of processes, procedures, guidance, and other materials to assist with the use of the various TSE/TSES systems; assist new/infrequent users to accomplish system-related goals; recommend process changes to improve efficiency, data quality, customer service, etc.; suggest Workflow usage(s) to enhance visibility and accountability; etc.
Assist with the development and coordination of the dispute resolution process, including document drafting, meeting scheduling and facilitation, and document management.
Act as a primary data steward for the CDM system. This includes attending data steward training, meetings, and inputting changes to customer information and team assignments into the CDM system.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A degree in Business Administration, Management, Accounting, or Computer Science or a related field is preferred.
1 year of experience is required with an applicable bachelor's degree.
3 years of experience is required with an applicable associate degree.
5 years of experience is required without an applicable degree.
Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature
Required Technical Skills & Experience (required on matrix)
4 years of experience in administrative support functions with programs such as Word, PowerPoint, and Outlook.
2 years of experience using Microsoft Excel, and Visio.
1 year of experience administering SharePoint or similar platform sufficient to produce: site creation, design, layout, creation and maintenance of lists, libraries.
Preferred Skills & Experience (optional on matrix)
Excellent proof reading, grammar, and attention to detail.
Ability to manage multiple priorities and organize efficiently.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Notary License/Commission/Appointment for the state of OR or WA is required within 60 days of assignment start. Worker/Employer is responsible for maintaining current license.
Appendices
The following appendices apply to this position and may be downloaded from the Fieldglass Reference Library:
Offsite Work
Training Expectations (Worker is expected to keep current on the latest technologies and skills required for the position.)
Training Type
Details
Provided by
Customer Contract Management System (CCM)
BPA
Asset Suite
BPA
Customer Data Management System (CDM)
BPA
Customer Portal (CP)
BPA
Service Point Profile (SPP)
BPA
Open Access Same-Time Information System (OASIS)
BPA
Commercial Business Support Application (CBSA)
BPA
BPA Correspondence Procedures
BPA
Attendance at all conferences, workshops, training, etc. must be pre-approved by SLMO. Requests will be reviewed on a case-by-case basis. Approval is subject to the most current guidance provided to SLMO by BPA or DOE and is subject to change at any time. SLMO reserves the right to negotiate attendance on billable/non-billable hours and reimbursement of travel costs with the supplier. Reimbursable travel costs must adhere to the Federal Travel Regulations and be submitted via an expense sheet in Fieldglass.
CLOSELY ASSOCIATED RESPONSIBILITIES & REQUIRED ASSOCIATED MITIGATION MEASURES
The following list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks. The BPA manager's acceptance of the API serves as the manager's attestation that all mitigation measures listed below are or will be established and adhered to in their org.
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
Access to Confidential / Sensitive Information
CFTE MUST sign NDA (Non-Disclosure Agreements) at beginning of assignments.
CFTE MUST complete annual Information Security and Privacy Awareness training.
CFTE MUST complete and pass background investigations of an appropriate level.
Acquisition Planning / Source Selection
CFTE are not permitted to serve as "voting” members for acquisition selections.
All purchasing decisions MUST be made by appropriate federal personnel (Contracting Officers).
All acquisition documents (requirements,
SOW's, evaluation criteria, etc.) MUST be reviewed, finalized and approved by appropriate BPA federal personnel.
ONLY Contracting Officers are authorized to obligate BPA funds.
Agency / Org Planning
All drafts, documents, materials and recommendations, MUST be reviewed, finalized and approved by appropriate BPA federal personnel.
Budget / Finance Prep
ONLY Federal Employees may determine budget priorities & allocations.
BFTE MUST control, and finalize / approve ALL budgets and related documentation, including that for projects, programs and Organizations.
Contract Management
ALL Contractual documents, including invoices MUST be finalized / approved by appropriate Federal personnel.
All contract related decisions (modifications, changes, performance) MUST be determined by appropriate federal personnel (CO's).
Decision Making
CFTE may provide input and recommendations to decision-makers.
ONLY appropriate federal personnel may make decisions which obligate BPA resources or to a specific course of action.
Direction & Control
(directing BFTE)
CFTE are not permitted to direct the actions of federal employees (BFTE) or have any control or input into their performance.
Work of BFTE MUST be assigned by federal manager, supervisor, Program / Resource manager or other appropriate designee.
Disposing Govt. Property
ALL decisions regarding the disposal of BPA property MUST be made by appropriate federal personnel; and, all property dispositions MUST be directed and controlled by the Investment Recovery Center (IRC).
Dissemination of Agency/Policy Information / Training
All training and any information that is to be disseminated MUST be either 1) per established policy, process, procedure, or practice; or, 2) reviewed, finalized and approved by appropriate BPA federal personnel.
Inspection / IT Testing
Processes and procedures MUST ensure Federal personnel review inspection findings and CFTE recommendations before acceptance or rejection of material(s) / item(s).
HR Support
CFTE may assist with HR functions per established procedures, processes and guidelines (e.g., timekeeping).
ALL work products MUST be reviewed and finalized by appropriate federal employees.
Policy Development
BPA's process for Policy development includes multiple levels of federal review prior to acceptance / adoption.
Interpretation of Policy/Regulations
ONLY BPA federal employees MAY determine the applicability and interpretation of regulations.
CFTE are not permitted to "interpret” regulations for or on behalf of BPA. Regulations are interpreted by federal personnel and communicated via standards, guides, policies and processes.
Representing BPA
Contract workers are required to identify themselves and their employer in signature blocks, in introductions and have a nameplate outside their cubicle.
CFTE MUST receive written VP approval to represent BPA at outside events, such as workshops, seminars or conferences.
Page 4 of 4 F_0121_API_TEMPLATE_052324
*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE
ADDITIONAL POSITION INFORMATION
Title & Level
Program Support Specialist 1
Location
Vancouver, WA
Specialty
Contract Review Specialist
Telework Eligible?*
Yes
Organization
TSES
Number of Days Onsite per Week*
3 days per two-week pay period
Hours
Full-Time, up to 40 hours
Additional Information*
Telework per BPA policy. Subject to change.
Overtime
5% anticipated
On-Call
No
Travel
Up to 10% Meetings and training
FN Status
NOT open to Foreign Nationals
Investigation Type
SF-85, Standard Questionnaire for Non-Sensitive Positions: Candidate must be able to pass this background investigation in order to qualify for and/or retain this position.
*Current telework and onsite support is based on BPA's requirements. This schedule is subject to change as BPA's telework policies and onsite workload requirements evolve.
OVERVIEW
Position
This contract Program Support Specialist position will provide program support and assistance to the Transmission Account Services (TSES) organization within the Transmission Sales (TSE) department at *** (BPA). This position will work in conjunction with management to provide contract documentation and process change training and will help facilitate workload priorities with guidance provided by the Account Service Manager. This position will also support the Account Executive (AE) and Account Services teams to achieve annual program and organizational initiatives, customer satisfaction targets and contract compliance. In addition, this position will verify compliance with all relevant agency polices for contract documents, correspondence, processes, data quality checks, desk procedures, and A-123 (Federal Government equivalency to Sarbanes Oxley).
Organization & Culture
TSES provides expertise and assistance to the Account Executives (AEs) for Transmission customer support, including contract development and finalization, quality control review of Transmission contracts, analysis, customer issue resolution and front office contract administration.
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 main point of contact (POC) for formatting assistance to Account Specialists (AS) and Account Executives (AEs).
Review contract cover letters and transmission service agreements for consistent formats in accordance with established BPA Correspondence procedures and transmission agreement templates. Verify that all Agency Standard Provisions are inserted, or current templates are used. Confirm agency and TS policy and tariff requirements are adhered to, verifying data elements are consistent with business practices, agency standards, tariff, and desk procedures.
Perform multiple quality assurance format checks on draft and fully approved contracts.
Assist AS with contract drafting as needed, AS will review and run through the internal stakeholder review process.
Add electronic signature capability to all finalized Transmission contracts.
Send AEs and other signing authorities a complete final package including electronic signature blocks.
Email correspondence and contracts to customers and receive contracts from customers through the txsalescontracts mailbox.
Monitor and organize the Txsalescontracts outbox, checking it multiple times a day and managing read receipts and delivery receipts.
Track and monitor delivery receipts of electronic/Federal Express (Fed Ex) packages.
Process returned, executed agreements from the agency's customers.
Update the Commercial Business System Administration (CBSA) by inserting contract sent dates and returned dates.
Save and store (electronically) all awardable ATC authorizations received from the Reservation Desk to a file on the shared drive.
Prepare the bi-weekly Transmission Sales report with data collected from Account Executives (AEs).
Assist in drafting and finalizing process and procedure documents, including TSE/TSES documents, matrixes, delegations of authority processes, quality assurance checklists and desk procedures, and manage data control of documents. Obtain management approval before finalizing all documents.
Notarize Washington State Wireless contracts, record all Notaries in record book.
Work with AS and AEs, and with other organizations within BPA and its customers to correct anomalies and ready documents for electronic signature by the Transmission AEs, BPA managers, and Transmission Vice Presidents.
Serve as primary POC for editing assistance to AS, Customer Contract Support (KSC), Transmission Services (TS), and other organizations on an as needed basis.
Act as the final POC for (KSC) questions or issues on all contract documents.
Coordinate efforts and set up necessary meetings for the creation and maintenance of all long-term contract templates for the Transmission (T) business line, confirming that all organizations are represented technically and legally. Contract documents include Federal Energy Regulatory Committee (FERC) Open Access Transmission Tariff (OATT) contracts to comply with National Energy Regulatory Committee (NERC), Operational contracts related to BPA and Western Electrical Coordinating Council (WECC), Operations and Maintenance, Fiber, and Wireless contracts, etc.
Upload contract templates into the Customer Contract Management (CCM) system and revise templates as needed.
Participate as a team member on cross agency system initiatives, as requested.
Disseminate training to staff on Transmission Marketing & Sales' (TS) and agency policies; provide updates and any related training regarding process changes in a timely manner.
Set up electronic signatures for agency groups to use as a signing method.
Provide electronic signature training to other work groups as needed.
Compile a variety of spreadsheet data for management and staff and report information at various meetings as requested.
Work with new and existing systems that aid in TSE and TSES job functions. Perform user acceptance checks, training, and maintenance, maintaining data quality for all "systems” under TSE responsibility. This includes SharePoint, BPA websites, maintaining shared drives, the Customer Contract Management (CCM) system, the Customer Data Management (CDM) system, etc.
Maintain and update SharePoint and other databases as necessary, for document quality management including:
Site Development – to include site creation, design, layout, creation, and maintenance of lists, libraries, data entry, and other system content.
Administration – to include assistance with site permissions and permission revocations; collaboration with IT for upgrades, patches, enhancements, and other system changes (migrations).
File Maintenance – to include data steward of information assets maintained electronically, assure asset availability for audit purposes; archive or destroy records according to established policy and procedure.
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 purposes.
Process facilitation – to include development of processes, procedures, guidance, and other materials to assist with the use of the various TSE/TSES systems; assist new/infrequent users to accomplish system-related goals; recommend process changes to improve efficiency, data quality, customer service, etc.; suggest Workflow usage(s) to enhance visibility and accountability; etc.
Assist with the development and coordination of the dispute resolution process, including document drafting, meeting scheduling and facilitation, and document management.
Act as a primary data steward for the CDM system. This includes attending data steward training, meetings, and inputting changes to customer information and team assignments into the CDM system.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
A degree in Business Administration, Management, Accounting, or Computer Science or a related field is preferred.
1 year of experience is required with an applicable bachelor's degree.
3 years of experience is required with an applicable associate degree.
5 years of experience is required without an applicable degree.
Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature
Required Technical Skills & Experience (required on matrix)
4 years of experience in administrative support functions with programs such as Word, PowerPoint, and Outlook.
2 years of experience using Microsoft Excel, and Visio.
1 year of experience administering SharePoint or similar platform sufficient to produce: site creation, design, layout, creation and maintenance of lists, libraries.
Preferred Skills & Experience (optional on matrix)
Excellent proof reading, grammar, and attention to detail.
Ability to manage multiple priorities and organize efficiently.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Source : First Tek, Inc.