Program Support Specialist 3

Job Description

POSITION RESPONSIBILITIES

Purchasing and Procurement Assistance :

• Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager and Contracting Officer's Representative (COR) review.
• Process Control Center contract and material orders in accordance with documented processes. The average annual workload of these tasks may include more than non-IT orders and - IT related orders not including capital project orders.
• Perform reconciliation and data entry for purchases under the Micro Purchase Program (MPP) credit card (previously P-Card) holder(s).

Maintain efficient processes related to purchasing and procurement; provide recommendations for process improvements. Attend training as required.

• Request unofficial estimates and budgetary quotes from various vendors for all material orders purchased via the Micro Purchase Program (MPP), aka a P-card.
• Collaborate with BPA Information Technology (IT), Transmission Technology (TT) and the Control Center Procurement Team to develop best practices, standards, and process improvement for diverse procurement objectives.
• Engage project managers and subject matter experts to obtain detailed information, requirements, and specifications for service engagements contracts.
• Work with Project Managers (PMs), Subject Matter Experts (SMEs), CORs, and Contracting Officers (COs) on product consultations and deployments regarding BPA procurement requirements, timeframes, security requirements, inherently governmental duties, and contract deliverables from execution to completion.
• Work with BPA accounting office and CORs on service contract milestones for payments and pre-payment schedules; create Contract Payment Authorizations (CPAs) for approved invoices;

track billing for budget tracking and forecasting.

• Verify received materials meet Control Center (CC) requirements.
• At the request of BPA manager or COR / CO, work with vendors to process Returned Merchandise Authorizations (RMAs) this includes warranty repairs and exchanges of products to adhere to the required CC standards.
• Partner with Contracting Officers (COs) on large contract engagements and enterprise agreements to account for CC portions and licensure managed off the BUD Network.
• Work between both Control Centers to develop streamlined practices and processes, inter-control center training, and collaboration for one CC standard.
• Work with hardware, contracts, and services to assist fiscal year (FY) end budget to identify large accruals across multiple orgs, work orders, and contracts.
• Maintain and support the Transmission Technology Procurement SharePoint site which contains all Control Center contracts, status, support and maintenance timelines and all updates pertinent to contract compliance.

Maintenance includes updating contract dates, statuses of all outstanding service contracts and dates of order change dates, status, and dates of order.

• At BPA manager / COR / CO request, provide technical input, as a non-voting member, into evaluation of vendor contracts for IT products, such as their support to BPA, pricing, quote response, large deployment execution, response time, and overall ability to meet the Control Center procurement objectives.
• Maintain the TT approved technology list by obtaining appropriate approval form from architecture board and inputting the approved model information on the TT list.
• Create CAT IDs for the Asset Suite catalogue for new hardware standards created and approved by BPA for the Control Center.
• Create a case or a material request following currently approved processes, for CC hardware and equipment.
• Create and obtain approval for Material Requests (MRs) in Asset Suite.
• Track order status with purchasing and supply chains.
• Maintain expense budget spreadsheet(s) for hardware, software, and services; analyze accounting differences, and investigate needed corrections;

escalate any questions or discrepancies to appropriate federal personnel.

• Coordinate with warehouse shipping to deliver items to Dittmer loading dock.
• Receive orders in the CC management system database and inform the requestor to retrieve and confirm order.
• Support and assist TT customers with BPA procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center purchasing database.
• Draft statements of work (SOWs), conduct Federal Information Security Management Act (FISMA) reviews, and perform liaison duties between Resource Managers (RMs) and COs, coordinating information exchanges, explanation of changes to contract scope, schedule, or funding.
• Draft and recommend changes and maintain the Control Center procurement process documents for infrastructure, Operational Technology equipment, software, and maintenance or services contracts.

BPA staff will approve all draft documents and recommended changes.

Operational Support :

Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing detailed information related to the review;

information will be used by Subject Matter Experts (SMEs) and Reliability Standards Owners (RSOs) to help determine incident status.

• With oversight from the BPA manager / staff, use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.
• Assist BPA management in developing reporting tools that document and communicate the progress of standards-related activities to verify timely completion.
• Following established processes and procedures, collect and file compliance artifacts needed for compliance certification.
• Analyze compliance processes and artifacts for adherence to standards and completeness and make recommendations of any changes needed.
• Draft and recommend work processes to improve compliance posture of BPA. Final processes must be reviewed and approved by BPA 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.
• Provide a sustainable compliance process infrastructure by supplying cross training and functional documentation.
• Coordinate priorities and draft documentation on assigned process 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, BPA policy and Control Center procedures.
• Stay within NERC guidelines and time constraints and assist in tracking access (physical and cyber) privileges granted for the Control Center, maintaining current system, privilege, and resource manager information.
• Coordinate with the Security Governance and Oversight (SGO) team 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 BPA Security Office PRA verification source of record or by contacting the security office directly.
• Perform the revocation and reinstatement of access to BPA cyber and critical cyber assets disabled due to access revocation processes or employee status changes per established procedures.
• Coordinate overall Semi-Annual Reviews (SARs) campaigns for Control Center user access
• Participate in Quarterly Access Verification (QAVs) campaigns
• Transfer data from security privilege requests into the Cyber and Physical Access (CAPA) database or Transmission Identity Management system (TIM). This includes :

o Entering data and updates.

o Revoking and re-enabling privileges.

o Coordinating with customers to implement authorized accounts and privileges in the CAPA database or TIM.

o Coordinating, initiating, and maintaining the Access Review process by working with BPA managers and SMEs to verify business need for the granted privileges and that only those privileges that are verified have access.

o Coordinating with customers on visitor access requests to the Control Centers.

o Create and manage visitor badges for the Control Center

o Maintain data within the ProWatch system

o Monitoring Cherwell ticket cases assigned by the BPA Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.

o Reviewing HRMIS / CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.

o Maintaining up-to-date, auditable documentation of processes.

o Proposing and implementing manager-approved changes for continuous improvement.

o Following pre-set guidelines and within established time constraints, 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, verifying they have been properly authorized per NERC standards.

o Assisting BPA manager / 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 TTO Sunflower equipment on an annual basis, when notified by the Organizational Property Management Officer (OPMO), or continuously throughout the year.
• Utilize the CC Management System Equipment Manager database, BES Sunflower, and other OPMO approved systems to track, transfer, and report on assigned property.
• Verify the group's asset management policies and procedures follow agency and OPMO guidelines.
• Coordinate with BPA staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.
• Coordinate equipment transfer(s) 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, verify if part stock drops below minimum; order spare parts by creating a MR for manager approval.

Data management :

Perform research, data input, database maintenance, and management reporting utilizing :

o Budget Tracker, Orders & Invoices Report, and all tables within.

o Procurement SharePoint Site.

o LAN DESK Refreshing, compile data from the Control Center Network Data Base (CCNDB) with the LAN DESK patching database to create asset patching list for use by other TT Operational Services' teams.

o Assist others with creating ad hoc, new, or standard database queries.

o Remove net & subnet addresses from CCNDB.

o Create & maintain various reports as requested.

o Investigate purchase order errors.

o Create CAT IDs per established process.

o Enter inventory changes into the Sunflower database.

o Manage and dispose of equipment to IRC as per established procedures.

o Facilitate equipment loaner agreements.

o Maintain knowledge and documentation of Contract history and research information as requested by CO, COR, PM, or BPA manager.

o Conduct data manipulation and prototyping to create efficient reports.

Documentation Management :

Maintain TT'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 BPA staff to any deviations.

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.

Draft process guides, step by steps, and other procedures for duties of the position.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

A bachelor's degree in business administration, business management, computer science, engineering or a closely related field is preferred.

A business, legal, or engineering background is strongly preferred.

• years of experience is required with an applicable bachelor's degree.
• years of experience is required with an applicable associate degree.
• 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.

Required Technical Skills & Experience (required on matrix)

• Expert proficiency with SharePoint and Visio.
• Expert proficiency in automated data systems to include a high degree of efficiency in the technical dynamics of software output ( use of advanced printing such as to plotters, capabilities of cross-software embedding for purposes of presentations, technical webinars, etc.).

Additional Requirements (not required on matrix)

Valid Driver's License is required.