Eng Supp Spec 3 - Engineering Operations Specialist

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.

Note : A Project Coordinator provides support to the assigned Project Engineers (PE). May be required to support multiple PEs.

May NOT be given sole responsibility for any phase of an on-going project, no matter the complexity or dollar amount of the project or phase of a project.

May NOT have primary responsibility for determining the scope, funding, or schedule of a project or phase of a project. Assists the PE;

tracks, reports, and alerts others on risks or changes needed to any of these areas. May NOT be identified in writing as the "project manager or "project engineer verbally or on any correspondence, documentation, or official records.

Serve as primary point-of-contact and subject matter resource for "BPA Submit inquiries, submittals, and appropriate processing, which may include :

Provide on-going support, document coordination and communication for projects contracted to external A&E firms, Project Management Teams, Design Teams, Transmission Field (TF) Org, and other relevant parties, shepherding project designs between appropriate BPA design team and applicable vendor, validating timely responses and distributions.

Receive and distribute emails for the BPA Submit process, which may include :

Receive inbound emails from contracted A&E firms and internal BPA teams to record, validate, trouble-shoot, route and process as per established procedures.

Maintain and track project milestones in the BPA Submit Tracking sheet, which may be used by PMs, project teams, internal design teams and others).

Review A&E contracted design submittals to validate compliance with BPA standards and requirements prior to distribution to appropriate internal Design teams for technical engineering review.

Coordinate with various design organizations to distribute design submittals to appropriate organizations.

Track design submittal due dates and maintain design submittal schedule, track emails with each project.

Identify and resolve design review issues by coordinating with BPA design reviewers and corresponding A&E firms. This work may include modifying design packages, drawing lists, and set files in ProjectWise, extensive communication, and collaboration with multiple parties, both internal and external.

Assist A&Es with miscellaneous action requests such as deleting or moving files in ProjectWise.

Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.

Assist project engineers, CORs, and other personnel as necessary with project tasks, which may include :

Track and monitor project milestone schedule and dates with the use of various or applicable reporting tools. Perform or request edits as needed in systems such as Microsoft Project (MSP), working with PEs and CORs on a : basis to assist with this data management.

Assist customers and stakeholders with obtaining engineering records.

Develop, maintain, and perform data-entry for project-specific SAALSA (Structured Asset Attribute Lifecycle Supplemental Attachment) files.

Provide documentation for action Items and decisions made during meetings.

Track and follow up on action items assigned to and assigned by the BPA manager or project engineer.

Research and identify who to contact when action items are complete, and a subsequent action can begin.

Monitor and track resource commitments from other groups as requested by the PE, using the organization's resource tools.

• Organize, coordinate, and schedule meetings for TEE project engineers and CORs, which may include managing multiple calendars;
• arranging meeting accommodations (onsite or offsite meeting / conference rooms), and amenities (phone bridge, WebEx, Skype, video, audio and other equipment);
• gathering, compiling, or drafting required materials, such as agendas, presentations, hand-outs, etc.; obtaining access for guest speakers or other visitors;

and providing visitor escort as requested.

At the request of a BPA manager or PE, plan and coordinate site visits including scoping site visits, field reconnaissance visits, by arranging appropriate dates, times, transportation (commercial air, BPA air, Government vehicles, etc.

lodging, and permissions (if needed); and working with TEN Administration team to book travel for BPA Employees in Concur.

Attend and / or facilitate meetings. Take notes or meeting minutes and transcribe and distribute as appropriate.

Facilitate rescheduling or cancelling meetings in absence of the PE.

Coordinate with the Transmission Design organization to route drawing packages for PE Review.

Prepare and draft equipment list for materials, equipment, or supplies necessary to meet scoping project timelines and / or maintenance requirements.

Pull drawings from BPA's drawing management system (ProjectWise); organize into .pdf files and / or produce paper plots.

Provide maintenance, tracking, and reporting for a variety of organizational databases. Perform data synchronization checks between different databases and Systems of Record (SORs) and implement or request changes when necessary.

Provide records maintenance within SharePoint, including physical and electronic official files, retention, and conformance.

Scan records for digital archiving.

Coordinate with PE's and others, as needed to resolve documentation or record discrepancies.

Assist in compilation of reference data for relational databases by gathering data from existing engineering drawings and / or paper records.

Keep the SharePoint program site current by investigating new features and ways to create program efficiencies.

Perform data tracking, utilize existing SharePoint filing system to confirm standard project documentation is up to date.

Maintain SharePoint Lists and Tools and provide recommendations for new uses, features, and / or enhancements.

Establish, maintain, and administer SharePoint organization, team, and other meeting / project sites including setting up document repositories, calendars, workspaces, and tracking lists.

Assist to manage the organization's SharePoint content and permissions as per established processes and criteria.

Review Concept Design Documents (CDDs), Statements of Work (SOWs), project tasks, schedules, and material requests (MRs) by comparing them to original project scope and communicate potential conflicts with PM, PE and / or subject matter experts (SMEs).

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

Bachelor's degree in business management, Logistics Management, Engineering, or a related technical field is 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 must be consistent with the specific requirements of project coordination / control and progressively more technical in nature.

Must be capable of applying a diversified knowledge of principles and practices in assigned technical areas.

Required Technical Skills & Experience (required on matrix)

Experience should include coordination support for project efforts including timeline tracking throughout project lifecycle.

years of relevant work experience in administrative / project support functions for engineering or other technical fields.

years of experience storing, manipulating, and organizing large numbers of files and folders using Microsoft Windows networks or other document management programs.

years of experience using SharePoint sufficient to edit and maintain site.

Working knowledge of automated data systems.

Preferred Skills & Experience (optional on matrix)

Experience with electric utility industry data.

Experience with Microsoft Project (MSP) or Project Web App (PWA)

Familiar with reading engineering drawings.

Familiar with Visio

Additional Requirements (not required on matrix)

Valid Driver's License is required.