Program Support Specialist 3

Job Title

Assignment Responsibilities

Purchasing and Procurement:

• Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager review.
• Process Control Center contract and material orders in accordance with documented processes; orders in excess of 1.6M for hardware and 4M in software and service contracts not including capital orders.
• Average order load, not including capital project orders, in excess of 220 non-IT orders and 400-600 IT related orders.
• Request unofficial estimates and budgetary quotes from various vendors for all material orders purchased via P-card.
• Engage project managers (PMs) and subject matter experts (SMEs) to obtain detailed information, requirements and specifications for service engagement contracts.
• Collaborate with BPA Information Technology (IT), Operational Technology (OT) and the Control Center Procurement Team to develop best practices, standards and process improvements for diverse procurement objectives.
• Work with PMs, SMEs, Contracting Officers' Representatives (CORs) and Contracting Officers (COs) on product consultations and deployments in regards to 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) in Asset Suite for verified 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 of 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 Hardware, Contracts, and Services to target fiscal year (FY) end budget in regards 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 all updates pertinent to contract compliance.
• At BPA manager / COR / CO request, provide feedback of vendor contracts for IT products, such as their support to BPA, large deployment execution, response time 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 inputting 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 BPA 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 database and notify the requestor to retrieve and confirm order.
• Support J - OT customers with BPA procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center Purchasing Database, by providing user assistance, training, trouble-shooting, access assistance, etc.
• Draft statements of work, conduct Federal Information Security Management 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. BPA staff will approve all draft documents and recommended changes.
• Operational Support:
• Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing factual information related to the review; information will be used by Subject Matter Experts (SMEs) and Reliability Standards Owners to help determine incident status.
• With oversight from the BPA manager/BPA staff, use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.
• Assist BPA management in developing, implementing, and improving reporting tools that document and communicate the progress of standards-related activities to verify timely completion.
• Following established process and procedures, collect and file compliance artifacts needed for compliance certification.
• With oversight from BPA staff, analyze compliance processes and artifacts for adherence to standards and completeness.
• 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 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 all requests for cyber, physical, or logical access within the guidelines and regulations defined by NERC CIP standards, BPA policy and Control Center procedures.
• Staying within NERC guidelines and time constraints, 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 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 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 as a result 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: Entering data and updates Revoking and re-enabling privileges Coordinating with customers to implement authorized accounts and privileges in the CAPA database.
• Coordinating, initiating, and maintaining the Access Review process by working with BPA Managers and SME's to verify business need of the granted privileges and that only those privileges that are verified have access.
• Coordinating with customers on visitor access requests to the Control Centers.
• Monitoring Customer Relationship Management (CRM) cases assigned by the BPA Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.
• Reviewing HRMIS/CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.
• Maintaining up-to-date, auditable documentation of processes.
• Proposing and implementing manager-approved changes for continuous improvement.
• Following pre-set guidelines and within established time constraints, performing 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.
• Assisting BPA manager/BPA 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 BPA staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.
• Coordinate equipment transfer