Job Title

Job Title: Program Support Specialist 1 Supply System Analyst Job Number: 11760 Location: Vancouver, WA Onsite: 5 days per week Overtime: 0% Travel: up to 5% travel for meetings/trainings Length: 5 years MUST be US Citizen to be eligible to apply for Federal Background Check SUMMARY This position will provide a wide range of confidential Program and administrative support, data entry and tracking and will also coordinate deliveries from (CLIENT) vendors to the CLIENT Warehouse and to CLIENT field sites. This position also provides support in execution of CLIENT disposal of excess property within the Logistics Management (NSL) organization. This position will have an area of focus in either the Administrative/Main Office, Kardex/Materials or Investment Recovery Center (IRC) and cross train and serve as a backup to other NSL departments such as Main office, Kardex, Haz-mat and IRC. POSITION RESPONSIBILITIES Investment Recovery Center (IRC) Support Serve as a Point of Contact (POC) for a variety of assigned, routine reports and metrics, which may include: Load Lists, weights and measures, Negotiated Sales, Donations and transfer. (Note: reports may change, be deleted or added, as needed.) Create and maintain routine, assigned NSL/NSLM reports, gathering information from various systems; such as, Asset Suite using Hyperion. Create various ad-hoc reports for CLIENT managers, Project Managers and Resource Managers, as requested. Design, create, recommend and develop SharePoint work sites, including setting up a variety of SharePoint views, lists, and libraries; and, develop and recommend a variety of SharePoint reports that produce useful project information / data. Design, create and maintain charts and graphs summarizing and analyzing data within the dashboard or as requested by management for distribution to supply chain managers and other orgs. Perform daily input of data from invoices into PeopleSoft, payables from Asset Suite which include Load Lists from Excel, weights and measures from weight tickets, contract terms from Negotiated Sales, Donations and transfer, documents for excess vehicles and equipment, and verify input for data integrity and clarity. Receive, reconcile, and process all Accounts Payable incoming invoices for manager approval for Haz-mat, scrap, electrical, glass and hazardous disposals. Receive, review and process all Accounts Receivable incoming invoices, statement and checks. Create PDF binder of all documents for manager. Create invoices for received payments or for payments pending in PeopleSoft. Update dashboards, internal filing systems and mail to customer. Review weekly aging report from finance to verify invoices and payments have been recorded; maintain internal filing system for accuracy and comparison. Create Negotiated sales tickets as needed. Assign contract numbers upon receiving and create and maintain electronic paper files for the contracts with extended terms and single sales; follow through process shipment. Create Customer records in IRAM Customer Maintenance. Process E-Recycle program documents for sales and disposals; process, verify and receive excess receivables through Sunflower and IRAM systems. Schedule pickup with vendor working as a liaison between vendor and freight forwarder to resolve issues. Create Shipment, load list and Bill of Lading for each shipment. Process Scrap Metal program tickets, receive and enter delivery receipts from material handler for vendor pick up of scrap metal and enter information into the IRAM inventory system; Process all documentation for surplus auction sales. Post payments in IRAM inventory system; reconcile inventory of sold items monthly and follow up with vendors on discrepancies. Validate material sent to auction as sold and reimbursement has been received and recorded (State Agency Auction Sales Program). Create transportation requests for all excess truck loads then notify transportation dispatcher. Vehicle and Equipment Program; receive excess documents from Fleet, create IRAM record, request capital work order with TEPO, request status change for catalog with Catalog team, enter into dashboard and assemble all documentation for Material Handler. Create and print SF97 for each vehicle/equip for delivery prior to auction. IRAM Inventory Systems; Investment Recovery Asset Management (IRAM); work as administrator for this program, approve new users with PDOs approval, maintain records and menus. Create and maintain an inventory record of all property, material, vehicle and equipment and scrap. Maintain photographs if inventoried items. Reconcile on hand inventory monthly in IRAM; create ad-hoc reports as necessary. Sunflower Systems; Provide technical expertise for excess process of tracked property for CLIENT; receive excessed property into IRC steward, create loads for delivery validating piece count in conjunction with IRAM inventory. Research and resolve inventory discrepancies monthly and as needed. Enter inventory excess and update locations; end of life cycles. Provide Kardex/Materials Support including: Material Release creation/ scheduling warehouse picks and enter into Asset Suite Customer Service Walk Ins, Will Call and Urgent (HOT) Coordination; Fields a high volume of phone calls and initiates call backs Coordinate with Transportation for scheduling Material Delivery Coordinate with Inventory Team for Material delivery, shortages, backorders and optimal stock levels. Coordinate with Account Executives for Urgent deliveries, assembly and routine candy wagon deliveries. Refer customers to traffic specialists for coordination outside vendors and alternative shipping options. Receive, research and respond to general and urgent inventory questions on pricing, tracking and stock. Coordinate with Warehouse Material handlers for urgent needs; walkins, pickups, tracking information on expedited orders. Process transfers of materials from WHSE to IRC Removal of material out of EMS (Emergency Stock) Coordinate material reallocation Ewarehouse replenishment reports Maintaining assembly diagrams and documentation (backlogging assemblies not yet ready to be released) Processing on demand picks, facility transfers and stock requests. (SRMR) Administrative Support: Provide a wide variety of confidential administrative/clerical support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the daytoday operations, which may include: Process personnel actions in CLIENTs Human Resources management information system (HRmis) following applicable laws, rules, regulation, and local policy/procedures. Create Visitor Access Requests for as needed for visitors to IRC. Review Approved Vendor list annually for accuracy Greet visitors; address questions and business involving established policy for routine matters, Answer and screen telephone calls; respond to questions and complete business following established policy; forward complex questions and matters to appropriate CLIENT personnel as needed, following up to verify a timely response Assist the manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of CLIENT managementapproved process and procedural changes. Review travel expenses for NSLT and NSL contract personnel using Fieldglass, ensuring expenses are accurate and processed in timely manner, and in accordance with federal travel guidelines and agency travel procedures and policies. Run reports for managers, keeping track of the cycle count at the end of each month Serve as primary Conference Room Support liaison for the drivers room and the large training room in the warehouse; duties include posting training room calendars, assisting in scheduling necessary room services, and assist setup of training room equipment if required. May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.* Update and maintain desk reference manual. Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of CLIENT managementapproved process and procedural changes. Assist manager by keeping informed of training deadlines and necessary personnel actions. Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors. Administrative Team: Attend mandatory Administrative Team Meetings. Participate as a team member and in team meetings both professionally and collaboratively. Work as a team member to: Work together to standardize, streamline and improve overall Administrative processes throughout the organization. Help resolve organizational administrative issues and work on solutions as a group. Complete team work assignments Establish and maintain internal and external communication channels to enable smooth flow of information. Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking: Office moves and workstation adjustments using Workflow Connection. Onboarding activities for new contract and/or federal personnel. Computer, software upgrades, IT equipment and other resource requests. Computer, copier, and printer maintenance. Requests for needed office supplies and distribute to appropriate staff per established CLIENT procedures. Coordination of badge return to SLMO. Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection. Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for CLIENT Managers and other staff as circumstances dictate, which may include: Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.). Inform meeting participants of arrangements and of any changes. Compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc. Draft agendas; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials. As requested, attend and take meeting minutes / notes, transcribing / drafting and distributing as appropriate. Inform manager/CLIENT staff of appointments and other commitments that might have a bearing on future decisions. Coordinate events such as offsite meetings, including all logistics, meeting materials and agendas. Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include: Assisting with preparing and submitting passport documentation as necessary. Assisting management and staff in setting up profiles in the CLIENT travel system (currently Concur). Preparing / drafting necessary foreign and domestic forms associated with travel. Preparing and processing travel authorizations and vouchers for group managers and staff using Concur. Validating that travel is complete and processing travel documentation in a timely manner and in accordance with federal and CLIENT travel procedures and policies. Tracking, monitoring and notifying CLIENT manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting. Coordinate and assist managers and staff with Time & Attendance per established procedures, which may include Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the CLIENT Business Enterprise System (BES), HRMIS and Fieldglass. May serve as timekeeping power user (able to input time for others as requested). Maintain and reconcile employee leave calendar submissions with payroll. Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved. Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate. Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner. Assist CLIENT manager in a variety of personnel and other actions for BFTE and CFTE which may include: Prepare CFTE employee assignment extension documents; implement, tracking documentation, and performing associated followup to obtain required signatures and approval. Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s). Schedule performance appraisals, progress reviews, midpoint reviews and discussions, while performing associated followup to obtain requisite signatures and approvals. Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training. Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status REQUIREMENTS Education & Experience: Associates degree in Business Administration, Management, Business Operations or a related field is preferred. Bachelors degree in Business Administration, Management, Business Operations or a related field is preferred. With an Bachelors degree in applicable fields, 2 years directly related experience is required. With a Associates degree in applicable fields, 4 years directly related experience is required. Without a degree, 6 years of directly related experience is required. Experience should be consistent with specific requirements of program support and progressively more technical in nature Required Technical Skills & Experience 3 years workplace experience in mid/high-level, compliance, procedural and processdriven Customer Service or Operational Support positions. Intermediate to Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word Visio and MS Project; sufficient to utilize formulas, manipulate data and create charts. Intermediate to Advanced skills/experience with SharePoint sufficient to support, manage, edit, and maintain site Data entry experience - large volume High degree of confidentiality Preferred Skills & Experience Integrated Office environment (Where an individual worked in a team environment to manage program compliance, customer service, information sharing) Demonstrated editing and proofreading skills Additional Requirements: Valid U.S. Drivers License is required First Aid/AED/CPR Certification required within 30 days of assignment start Access to the ePerformance system is required. This position may be designated by the CLIENT manager as a proxy to access this system to assist the manager in completing documentation for employee performance reviews. Granting contract personnel access to this system will require encrypted transmission of a limited amount of Personally Identifiable Information (PII), specifically Social Security Number and Date Of Birth, to DOE system administrators. The selected candidates acceptance of this contract position will also comprise permission for CLIENT to encrypt and transmit the limited PII data to HQ in Washington DC, in order to create the system logon ID for the selected individual Pre-Employment RequirementAll employment offers are contingent upon successful completion of our pre-employment screening that may include drug testing, background/criminal check, and if applicable, must meet eligibility requirements for access to classified information. APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. #J-18808-Ljbffr