Job DescriptionLocation: Vancouver, Washington
Type: Contract
Job #7476
Overview:
ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist role will support program operations by coordinating and assisting managers with documentation, procedures, and data management. They analyze, track, and monitor program progress - ensuring smooth program execution. This full-time position is located in Vancouver, WA.
Pay range: $30.46 - $36.60
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, Brio Health
Responsibilities:
Act as the point of contact (POC) for the Standards group and program.
Serve as the POC for Industry Standards. This includes:
Acquire client requests from various groups within the company.
Submit requests to the company Library so they may collect pricing from vendor and determine best form to obtain Industry Standards.
Establish portal access from the Standards' SharePoint site so customers can access information requested in a timely manner.
Verify and maintain quality of all Standards' program documentation, including:
Process and edit standards documents into the approved standards format and validate adherence to the appropriate template and instructions.
Secure appropriate approvals for new and revised standards.
Publish standards in the proper libraries in the Standards' SharePoint site and verify that the appropriate file coding, format, and metadata are maintained.
Verify definitions utilized within standards are up to date in comparison with the Standards' Glossary and consolidated Business Glossary.
Keep Standards' Glossary and applicable terms and definitions within the Consolidated Business Glossary up-to-date and coordinate updated definitions with standards' content owners and/or standards coordinators.
Perform targeted standards revisions to update modified definitions.
Update background documents as standards and exception requests are published.
Download appropriate standards to ProjectWise for use by outsourced contractors and verify that the files in ProjectWise are kept in sync with the primary files in SharePoint.
Publish material & equipment specifications in SharePoint and download to ProjectWise in collaboration with Supply Chain for keeping in sync with files in SharePoint, Asset Suite, and ProjectWise.
Verify references utilized within standards are up to date in comparison with References Database.
Keep Standards' References Database up-to-date and coordinate updated references with standard content owners and/or standards coordinators,
Perform targeted and change notice standards revisions to update modified references and minor editorial items.
Update background documents as standards are published.
Conduct timely Library indexing update in Standards' Search Tool to ensure the latest documentation is available for searching upon publication of new documentation.
Verify and maintain quality of Work Standards and Field Craft Standards & Guides, including:
Regularly review source of record documents to validate synchronicity with documents accessible via Document Hub.
Develop and maintain SharePoint Lists and Tools:
Maintain and improve Standards' group SharePoint site.
Develop and maintain Nintex and other format forms, database tools, and applicable lists, libraries, portals, views, etc. for the Standards group and for standards in support of organization programs.
Assist Standards Manager and Standards Coordinators to:
Document and maintain the annual Standards' Action Plan (SAP) and all associated views and dashboard(s).
Draft forms and automate workflows to streamline the group's work and assure quality, timeliness, and consistency of work outputs from the Standards group.
Assist the Standards Manager, Standards Coordinators, and TE RSO in Business Process Management (BPM) and NERC/WECC Compliance frameworks:
Design templates and tools to support technical standards, BPM, and compliance data requirements.
Maintain and update process documents with approved changes and provide routine established guidance to subject matter experts and stakeholders regarding the technical standards program, BPM, and reliability compliance standards program. Questions and inquiries of a non-routine/non-standard nature should be forwarded to the appropriate manager/personnel.
Draft, organize, and conduct studies of management systems, work processes, and procedures related to standards and policies.
Assist in development of records retention plans and procedures and support initiatives to increase efficiency and effectiveness for management of recorded policy and governance information throughout its lifecycle. Use analytical skills to apply policies to a wide variety of information in all media, in structured and unstructured formats with various metadata.
Provide coordination for management and staff during the company's participation in North American Electric Reliability (NERC)/Western Electricity Coordinating Council (WECC) standards for the following activities:
Coordinate and collect comments on standards.
Collect analysis of standards for review.
Coordinate and collect balloting of standards.
Coordinate and distribute NERC Alert(s).
Coordinate and distribute Notices of Proposed Rulemaking (NOPRs).
Track progress of projects related to the above activities to verify deadlines are met. Report to TE RSO, manager, and team members on status of all active projects.
Assist tracking and status progress of RSO activities on RSO MS Project schedule.
Assist RSO and RSO support with RSO MS Project workspaces for NERC standards documentation.
Utilize existing SharePoint filing system to confirm standard project documentation is up-to-date and of adequate quality to allow for data tracking.
Provide back-up to other Federal Energy Regulatory Commission (FERC) Compliance Program contact roles, such as monitoring group inbox and email distribution, as well as updating documentation in SharePoint, and workgroup shared network drives, when primary & back-up staff are unavailable.
Utilize SharePoint features to keep the program site current and effective, independently investigating new ways to create program efficiencies.
Make recommendations to improve standards and policies. This includes monitoring and implementing metrics and reporting.
Identify, develop, consolidate, and analyze data required for use in the management and direction of the organization's programs and activities. Based on those analyses, prepare various reports to management and team on the status of assigned activities. Reports reflect the results of reviews and include appropriate recommendations.
Prepare a wide variety of documents including reports, analyses, summaries, and draft policies, processes, procedures, and guidelines for review and presentation.
Verify program databases incorporate the most accurate and current data available; run queries and create reports as needed, including RSO LED (Limiting Element Database).
Provide support for all project documentation; analyze standards updates and changes to confirm documentation conforms to the current NERC and WECC reliability standards.
Produce and manage documents, reports, spreadsheets, and graphics related to project control and timelines; prioritize tasks and anticipate the needs of the project(s).
Assist the Standards Manager, TE RSO, Standards Coordinators, and Compliance Specialists to:
Evaluate information gathered from multiple sources, reconciling conflicts, decomposing high-level information into details, abstracting up from low-level information to a general understanding, and distinguishing user requests from the true underlying needs.
Maintain regular and consistent communication regarding assignment status and concerns with appropriate parties, including the manager and stakeholders.
Maintain the department product libraries in accordance with compliance requirements; file and disperse documents and products to appropriate personnel.
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. Provide process improvement recommendations and participate on teams to document and implement approved improvement initiatives. All recommendations must be submitted to applicable manager for review, consideration, and acceptance.
Research and respond to routine/standard inquiries from managers, stakeholders, subject matter experts, and others as related to the standards and governance program, products, and services, forwarding non-standard or complex inquiries to appropriate manager/personnel for response.
Monitor the progress of assigned projects including tracking milestones, deadlines, costs, and schedule(s), alerting applicable manager / PM of any obstacles / potential delays to project timelines, targets, or success.
Coordinate information/status updates with/from project team members, update applicable tracking tools and metrics dashboard(s), and distribute updated information as appropriate.
Request, arrange and maintain project workspaces; participate in workspace innovation / development as needed.
Compile lessons learned information throughout project lifecycle; collaborate with applicable PM and project team(s) to draft and publish a "lessons learned" report at project close-out.
Coordinate a variety of complex and dynamic project schedules in Microsoft Project; input and adjust schedules per manager's direction.
Assist in the development, coordination, and provision of training and communications for the assigned department, including materials and presentation.
Assist Management to:
Develop and recommend new, revised, or improved Transmission System Standards Program (TSSP) policies, processes and procedures.
Meet regulatory obligations.
Demonstrate business value in tools for managing the assigned department's products and services.
Conduct research and analysis on Federal and Department programs and policies affecting company's TSSP Program.
Provide support to develop, plan, and conduct reviews of organization records and products; develop recommendations for improvement of standards and policy/governance programs.
Support the coordination of identification, collection and review of records and information required to meet regulatory or other obligations.
Support identification and analysis of risks and issues in appropriately managing the assigned department' recorded information; provide input on recommendations for resolution to manager.
Perform regular inventory of group assets using Sunflower.
Requirements:
A degree in business administration, management, computer science, engineering. or a closely 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 a degree or applicable degree.
Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature.
Demonstrated proficiency using SharePoint, Microsoft Project, Excel and/or Access to store, analyze and manipulate data.
Experience with electric utility industry data.
Experience working in a matrix organizational structure on multiple, simultaneous schedules with numerous stakeholders and business functions.
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.
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