Program Support Specialist 1 at ACS Professional Staffing in Portland, Oregon

Program Support Specialist 1

ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist 1 will provide a broad range of programmatic and administrative support to the Office of Cyber Security within the Information Technology organization. This role will serve as a liaison between Cyber Security management, work units, support staff, and other IT organizations to ensure the day-to-day operations of the work group run smoothly. The position will also assist Cyber Security management with oversight and governance activities. The Program Support Specialist must have strong attention to detail, exceptional organizational skills, and the ability to adapt quickly to changing circumstances while working effectively in ambiguous environments. They must consistently meet deadlines, manage competing priorities, and maintain a professional approach in all aspects of their work.

This full-time position is located in Portland, OR.

Responsibilities:

• Program Support Responsibilities (Approximately 60% of the time):
• Support, coordinate, and help facilitate OCS processes and activities:
• Budgetary Support and Analysis for OCS.
• Prepare regular budget reports and summaries for management review.
• Utilize and maintain designated budget tracking system, ensuring data accuracy and accessibility.
• Assists in capturing future budget needs.
• Assist with compliance with budgetary procedures.
• Participate in cost management meetings and assist in coordinating responses for budget related items.
• Track OCS Staff external training and certifications, including costs.
• Utilize approved programs and data sources (such as financial management systems, project tracking tools, and designated data repositories) to generate comprehensive reports and analyses for OCS leadership. This includes assisting in maintaining and validating performance metrics reports, ensuring data accuracy and consistency within established government guidelines.
• Coordinate workshops and training for OCS and other staff: gather and prepare materials, coordinate formalized group trainings.
• Provide resource management support, which may include:
• Assist with coordination and tracking of onboarding and offboarding activities for OCS staff (including supplemental labor, managed services, and federal employees). This involves assisting CORs or OCS leadership with badging, remote access, workstation/phone provisioning, and offboarding tasks like badge returns.
• Manage office and workstation logistics, including scheduling and coordinating moves and adjustments, utilizing established workflow systems.
• Maintain OCS communications and resource records by monitoring shared mailboxes and ensuring email distribution lists and organizational charts are current with staffing changes.
• Support staff training compliance by tracking, reporting, and analyzing mandatory training completion, and assisting with follow-up and escalation processes.
• Administer IT access and equipment requests, which include submitting and tracking requests for account activation/deactivation with Identity & Access Management, and processing IT Service Desk requests for hardware and software in adherence to approved standards.
• Provide document management and SharePoint administration support to OCS staff:
• Analyze and recommend standards for document management and storage across the OCS.
• Update and maintain the OCS SharePoint sites, including program and project documentation.
• Assist other team members with utilization of SharePoint sites.
• Responsible for SharePoint tasks including content maintenance, file management, and process management assistance.
• Administrative/Clerical Responsibilities (Approximately 40% of the time):
• Provide a wide variety of confidential administrative and clerical support to managers and management staff; serve as a point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:
• Greeting visitors; address questions and business involving established policy or routine matters, take messages, set appointments and refer visitors to other personnel as appropriate.
• Review and finalize documents, memos, and letters to verify proper formatting and accuracy.
• Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and forward matters requiring action to appropriate staff following up to verify a timely response.
• Perform faxing, scanning, and photocopying, and work with the print shop to request printing and other services.
• Update and maintain desk reference manual.
• Assist manager by keeping abreast of training deadlines and necessary personnel actions.
• Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.
• Fulfill request for needed office supplies and coordinate computer, copier, and printer maintenance.
• Assist in the logistical coordination of onsite meetings with vendors, including scheduling, room setup, and ensuring necessary resources or materials are available.
• Support the Administrative Team:
• Serve as backup to Administrative Assistants in the J org as needed.
• Work as a team member to:
• Work together to standardize, streamline, and improve overall administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete teamwork assignments.
• Collaboratively complete scheduling/travel/training and other organizational requirements.
• Provide administrative support and coverage to the CIO's office by serving as a backup for the IT Management Associate II (BFTE Administrative Lead).
• Provide a variety of confidential administrative/clerical tasks for the CIO, Organization Managers and Staff as requested by the CIO.
• Work includes coordinating calendars, meetings, travel, administrative processes, assisting managers, staff, and customers in the performance of programs, projects, and office functions; serving as liaison between the CIO and organizations, other IT managers, and the immediate staff and other groups across the agency.
• Organize, coordinate, schedule, and verify appointments, meetings, conferences, and training for OCS Managers and staff which may include:
• Scheduling and arranging meetings, conferences, and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
• Informing meeting participants of arrangements and of any changes.
• Compiling, organizing, and verifying appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.
• Drafting agendas and making arrangements for guests, guest speakers, and researchers and drafting background information and materials.
• As requested, attending and taking meeting minutes and notes, transcribing, drafting, and distributing as appropriate.
• Informing manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.
• As needed, arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:
• Assisting with preparing and submitting passport documentation as necessary.
• Assisting management and staff in setting up profiles in the travel system (currently Concur).
• Preparing and drafting necessary foreign and domestic forms associated with travel.
• Preparing and processing travel authorizations and vouchers for group managers and staff using Concur.
• Validating that travel is complete and processing travel documentation in a timely manner in accordance with federal and travel procedures and policies.
• Tracking, monitoring, and notifying the manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
• Coordinate and assist manager and staff with time and attendance per established procedures, which may include:
• Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by managers and supervisors using the Business Enterprise System (BES), HRMIS, and Fieldglass.
• May input or modify timekeeping records at the manager's request.
• Maintaining and reconciling employee leave calendar submissions with payroll. Verifying that time has been approved via organizational leave calendar and other documentation.
• Assist the manager in a variety of personnel and other actions for BFTE, non-CFTE, and CFTE which may include:
• Assisting with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
• Coordinating and tracking reporting requirements and annually required or new, ad-hoc activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• Assist with development and drafting of annual managers' and employees' performance appraisal plans, which may include:
• Scheduling performance appraisals and mid-point reviews for federal staff.
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