ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist position will oversee the coordination and execution of service contracts, including drafting Statements of Work (SOWs) and collaborating with project managers, subject matter experts, and contracting officers. This role requires managing procurement processes for hardware, software, and service orders, ensuring compliance with budget and inventory tracking. Additionally, the coordinator will handle equipment inventory management, maintain up-to-date documentation, and support project teams with data analysis and reporting. Candidates must have experience in procurement, contract management, and the ability to manage multiple tasks simultaneously. This full-time position is located in Spokane, WA.
Pay Rate: $32.97 - $47.1
Benefits:
Paid holidays: 11
PTO: Starting at 10 days
Sick Leave: Up to 56 hours per year (prorated based on start date)
EAP: Employee Assistance Program
Benefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (immediately eligible for employee and employer contributions - employer match up to 4%)
Other benefits include the following: Calm App, Access Perks
Responsibilities:
Purchasing and Procurement:
Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager review. This may require close collaboration with the project PM, Subject Matter Expert (SME) the organization's Contracting Officer's Representative (COR), or Contracting Officer (CO) to gather and compile relative procurement specifications, requirements, etc.
Process Control Center contracts and material requests (MRs) in accordance with documented processes; orders more than 1.6M for hardware and 4M in software and service contracts not including capital orders. Average order load (not including capital project orders) more than 220 non-IT orders and 400-600 IT related orders.
Request unofficial estimates and budgetary quotes from various vendors for material orders purchased via P-card in coordination with manager, PM, COR, CO, etc.
Engage PMs and SMEs to obtain detailed information, requirements, and specifications for service engagement contracts.
Collaborate with Information Technology (IT), Operational Technology (J - OT), and the Control Center Procurement Team to develop best practices, standards, and process improvements for diverse procurement objectives.
Work with PMs, SMEs, CORs, and COs on product consultations and deployments regarding procurement requirements, timeframes, security requirements, inherently governmental duties, and contract deliverables from execution to completion.
Work with Accounting office and CORs on Service Contract milestones for payments and pre-payment schedules; create Contract Payment Authorizations (CPAs) in Asset Suite for verified approved invoices; track billing for budget tracking and forecasting.
Review and validate materials received meet Control Center requirements.
Collaborate and coordinate with the procurement COR and vendors to process Returned Merchandise Authorizations (RMA) per established procedures - this includes warranty repairs and exchanges of products to adhere to the required Control Center standards.
Partner with COs on large contract engagements and enterprise agreements to account for the Control Center portions and licensure managed off the BUD Network.
Work between the two Control Centers to develop streamlined practices and processes, inter-control center training, and collaboration for a one Control Center standard.
Work with representatives from Hardware, Contracts, and Services organizations to target fiscal year (FY) end budget in regard to large accruals across multiple orgs and contracts.
Maintain and support the Operational Technology Procurement SharePoint site which contains all Control Center contracts, status, support and maintenance timelines, and updates pertinent to contract compliance. Maintenance includes updating contract dates, statuses of outstanding service contracts, and dates of order- update with changed dates, status, etc.
At manager, COR, or CO request provide technical feedback of vendor performance for IT products, such as their after-purchase product support to the company, assistance with large deployment execution, response times, and overall ability to meet the Control Center procurement objectives.
Maintain the J-OT / JO approved technology list by obtaining appropriate approval form from the architecture board and entering / recording the approved model information on the organizations' approved technology list.
Create CAT IDs for the Asset Suite Catalogue, for new hardware standards created and approved by Management for the Control Center.
Create a case or a Material Request (MR) in Asset Suite following currently approved processes, for Control Center hardware and equipment. Route MR for requisite approval.
Track order status with Purchasing and Supply Chains.
For hardware, software, or services; maintain expense budget spreadsheet, analyze accounting differences, and investigate needed corrections; escalate any questions or discrepancies to appropriate federal personnel.
Perform credit card reconciliation and data entry for hardware group purchase card (P-Card) holder(s). Maintain efficient processes related to purchasing and procurement; provide recommendations for process improvements. Attend P-card (Micro-Purchase) training as requested or required for role holder.
Coordinate with warehouse shipping to deliver items to Dittmer loading dock.
Record procurement orders received in the Control Center Management System (CCM) database and notify the requestor to retrieve and confirm order.
Support J - OT customers with procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center Purchasing Database, by providing user assistance, training, troubleshooting, access assistance, etc.
Conduct Federal Information Security Modernization Act (FISMA) reviews and perform liaison duties between Resource Managers (RMs) and CO's, coordinating information exchanges, explanation of changes to contract scope, schedule, or funding.
Draft, recommend changes, and maintain the Control Center procurement process documents for infrastructure, Operational Technology equipment, software, and maintenance or services contracts. Company staff will approve all draft documents and recommended changes.
Operational Support:
Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing information related to the review; information will be used by SMEs and Reliability Standards Owners (RSOs) to help determine incident status.
Use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.
Assist management in developing, implementing, and improving reporting tools that document and communicate the progress of standards-related activities to verify timely completion.
Follow established process and procedures to collect and file compliance artifacts needed for compliance certification.
Analyze compliance processes and artifacts for adherence to standards and completeness.
Draft and recommend work processes to improve compliance posture of the company. Final processes must be reviewed and approved by staff.
Perform fact-finding and data collection for periodic audits of processes in accordance with defined policy; collect, combine, and submit all necessary audit artifacts required during audits for review.
Provide a sustainable compliance process infrastructure by supplying cross training and functional documentation.
Coordinate priorities and draft documentation on assigned processes for management approval.
Maintain efficient processes that meet program goals.
Maintain up-to-date, auditable documentation of processes.
Propose and implement manager approved changes for continuous improvement.
Security Privilege Coordination:
Process requests for cyber, physical, or logical access within the guidelines and regulations defined by NERC CIP standards, policy, and Control Center procedures.
Assist in tracking access (physical and cyber) privileges granted for the Control Center, maintain current system, privilege, and resource manager information. Stay within NERC guidelines and time constraints,
Coordinate with the Security and Compliance Team (SCT) and the training office for verification of NERC-CIP training, before granting new, cyber, physical, or logical access and yearly to verify all current access grants maintain training requirements.
Verify all requests for cyber, physical, or logical access have a valid Personnel Risk Assessments (PRA) by checking the Security Office PRA verification source of record or by contacting the Security Office directly.
Perform the revocation and reinstatement of access to cyber and critical cyber assets disabled because of Access Revocation processes or employee status changes per established procedures.
Transfer data from Security Privilege Requests into the Cyber and Physical Access (CAPA) database. This includes:
Enter data and updates.
Revoke and re-enable privileges
Coordinate with customers to implement authorized accounts and privileges in the CAPA database.
Coordinate, initiate, and maintain the Access Review process by working with Managers and SMEs to verify business need of the granted privileges and that only those privileges that are verified have access.
Coordinate with customers on visitor access requests to the Control Centers.
Monitor Customer Relationship Management (CRM) cases assigned by the Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.
Review HRMIS/CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.
Maintain up-to-date, auditable documentation of processes.
Propose and implement manager-approved changes for continuous improvement.
Follow pre-set guidelines and established time constraints, to perform review of users with authorized cyber access to systems and unescorted physical access to Critical Cyber Assets or Access and Control Monitoring (ACM) Cyber Assets, verify access is/has been properly authorized per NERC standards.
Assist manager and staff with review of users with authorized cyber access to all cyber assets or ACM cyber assets, electronic logical access request, as well as authorized physical access to Critical Cyber assets or ACM Cyber Assets.
Equipment and Inventory Management:
Complete inventory of all JO Sunflower equipment on an annual basis, when notified by the Organizational Property Management Officer (OPMO), or continuously throughout the year.
Utilize the Control Center Management System Equipment Manager database, BES Sunflower and other OPMO approved systems to track, transfer, and report on assigned property.
Verify group's asset management policies and procedures follow agency and OPMO guidelines.
Coordinate with staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.
Coordinate equipment transfer to IRC.
Coordinate the disposal of media (hard drives, disks, etc.).
Coordinate with team lead on Cascade equipment inventory.
Maintain the Control Center parts inventory and database; review stock list, if part stock drops below established minimum; order spare parts by creating a Material Request (MR) for manager approval.
Data management:
Perform research, data input, database maintenance, and management reporting utilizing a wide variety of resources. This work may include working with multiple databases, resources, and activities, such as:
Budget Tracker, Orders & Invoices Report, and all tables within.
Procurement SharePoint Site.
LAN DESK Refresh, compile data from the Control Center Network Data Base (CCNDB) with the LAN DESK patching database to create asset patching list for use by the Operational Technology Infrastructure team.
Assist others with creating ad hoc, new or standard Database Queries.
Remove net & subnet addresses from CCNDB
Create & maintain various routine reports as requested
Investigate purchase order errors
CAT ID creation
Sunflower database entries
Equipment management/disposition
Equipment loaner agreements
Contract history and research
Data input and management on tools used in conjunction with other tasks of the position.
Validate data accuracy
Data manipulation and prototyping to create efficient reports.
Documentation Management:
Maintain J-OT's library publishing process to verify documentation is published in a timely manner, version controlled, and appropriately reviewed and approved. Verify that appropriate Information Protection rules are adhered to and required document reviews are scheduled and recorded. Alert Staff to any deviations.
Draft process guides, step by steps, and other procedures for duties of the position; update as needed to keep current.
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.
Requirements:
A degree in Business Administration, Business Management, Computer Science, Engineering (or closely related field) is preferred. A Business, Legal or Engineering background is strongly preferred.
8 years of experience is required with an applicable bachelor's degree.
10 years of experience is required with an applicable associate degree.
12 years of experience is required without a degree or applicable degree.
Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.
Expert proficiency in automated data systems to include SharePoint and Visio and a high degree of efficiency in technical dynamics of software output (e.g. use of advanced printing such as to plotters, capabilities of cross-software embedding for purposes of presentations, technical webinars, etc.).
Valid U.S. Driver's License is required.
Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.
Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.
ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicant's race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.
If you have any questions about the job posting, please contact recruiting@acsprostaffing.com
If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com
