Program Support Specialist

5 days ago

Vancouver, United States Actalent Full time
Actalent is currently seeking a qualified Program Support Specialist for a consultant position with Bonneville Power in Vancouver, WA.
This Program Support Specialist position will provide program support and assistance to the Transmission Account Services (TSES) organization within the Transmission Sales (TSE) department at Bonneville Power Administration (BPA). This position will work in conjunction with management to provide contract documentation and process change training and will help facilitate workload priorities with guidance provided by the Account Service Manager. This position will also support the Account Executive (AE) and Account Services teams to achieve annual program and organizational initiatives, customer satisfaction targets and contract compliance. In addition, this position will verify compliance with all relevant agency polices for contract documents, correspondence, processes, data quality checks, desk procedures, and A-123 (Federal Government equivalency to Sarbanes Oxley).
RESPONSIBILITIES INCLUDE:
  • Serve as main point of contact (POC) for formatting assistance to Account Specialists (AS) and Account Executives (AEs).
  • Review contract cover letters and transmission service agreements for consistent formats in accordance with established BPA Correspondence procedures and transmission agreement templates. Verify that all Agency Standard Provisions are inserted, or current templates are used. Confirm agency and TS policy and tariff requirements are adhered to, verifying data elements are consistent with business practices, agency standards, tariff, and desk procedures.
  • Perform multiple quality assurance format checks on draft and fully approved contracts.
  • Assist AS with contract drafting as needed, AS will review and run through the internal stakeholder review process.
  • Add electronic signature capability to all finalized Transmission contracts.
  • Send AEs and other signing authorities a complete final package including electronic signature blocks.
  • Email correspondence and contracts to customers and receive contracts from customers through the txsalescontracts mailbox.
  • Monitor and organize the Txsalescontracts outbox, checking it multiple times a day and managing read receipts and delivery receipts.
  • Track and monitor delivery receipts of electronic/Federal Express (Fed Ex) packages.
  • Process returned, executed agreements from the agency's customers.
  • Update the Commercial Business System Administration (CBSA) by inserting contract sent dates and returned dates.
  • Save and store (electronically) all awardable ATC authorizations received from the Reservation Desk to a file on the shared drive.
  • Prepare the bi-weekly Transmission Sales report with data collected from Account Executives (AEs).
  • Assist in drafting and finalizing process and procedure documents, including TSE/TSES documents, matrixes, delegations of authority processes, quality assurance checklists and desk procedures, and manage data control of documents. Obtain management approval before finalizing all documents.
  • Notarize Washington State Wireless contracts, record all Notaries in record book.
  • Work with AS and AEs, and with other organizations within BPA and its customers to correct anomalies and ready documents for electronic signature by the Transmission AEs, BPA managers, and Transmission Vice Presidents.
  • Serve as primary POC for editing assistance to AS, Customer Contract Support (KSC), Transmission Services (TS), and other organizations on an as needed basis.
  • Act as the final POC for (KSC) questions or issues on all contract documents.
  • Coordinate efforts and set up necessary meetings for the creation and maintenance of all long-term contract templates for the Transmission (T) business line, confirming that all organizations are represented technically and legally. Contract documents include Federal Energy Regulatory Committee (FERC) Open Access Transmission Tariff (OATT) contracts to comply with National Energy Regulatory Committee (NERC), Operational contracts related to BPA and Western Electrical Coordinating Council (WECC), Operations and Maintenance, Fiber, and Wireless contracts, etc.
  • Upload contract templates into the Customer Contract Management (CCM) system and revise templates as needed.
  • Participate as a team member on cross agency system initiatives, as requested.
  • Disseminate training to staff on Transmission Marketing & Sales' (TS) and agency policies; provide updates and any related training regarding process changes in a timely manner.
  • Set up electronic signatures for agency groups to use as a signing method.
  • Provide electronic signature training to other work groups as needed.
  • Compile a variety of spreadsheet data for management and staff and report information at various meetings as requested.
  • Work with new and existing systems that aid in TSE and TSES job functions. Perform user acceptance checks, training, and maintenance, maintaining data quality for all "systems" under TSE responsibility. This includes SharePoint, BPA websites, maintaining shared drives, the Customer Contract Management (CCM) system, the Customer Data Management (CDM) system, etc.
  • Maintain and update SharePoint and other databases as necessary, for document quality management including:
  • Site Development - to include site creation, design, layout, creation, and maintenance of lists, libraries, data entry, and other system content.
  • Administration - to include assistance with site permissions and permission revocations; collaboration with IT for upgrades, patches, enhancements, and other system changes (migrations).
  • File Maintenance - to include data steward of information assets maintained electronically, assure asset availability for audit purposes; archive or destroy records according to established policy and procedure.
  • 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.
  • Process facilitation - to include development of processes, procedures, guidance, and other materials to assist with the use of the various TSE/TSES systems; assist new/infrequent users to accomplish system-related goals; recommend process changes to improve efficiency, data quality, customer service, etc.; suggest Workflow usage(s) to enhance visibility and accountability; etc.
  • Assist with the development and coordination of the dispute resolution process, including document drafting, meeting scheduling and facilitation, and document management.
  • Act as a primary data steward for the CDM system. This includes attending data steward training, meetings, and inputting changes to customer information and team assignments into the CDM system.
Qualifications:
  • A degree in Business Administration, Management, Accounting, or Computer Science or a 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 an applicable degree.
  • Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature
  • 4 years of experience in administrative support functions with programs such as Word, PowerPoint, and Outlook.
  • 2 years of experience using Microsoft Excel, and Visio.
  • 1 year of experience administering SharePoint or similar platform sufficient to produce: site creation, design, layout, creation and maintenance of lists, libraries.
We reserve the right to pay above or below the posted wage based on factors unrelated to sex, race, or any other protected classification.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. This role may be eligible for the following:
  • Medical, dental & vision
  • 401(k)/Roth
  • Insurance (Basic/Supplemental Life & AD&D)
  • Short and long-term disability
  • Health and Dependent Care Spending Accounts (HAS & DCFSA)
  • Transportation benefits
  • Employee Assistance Program
  • Time off/Leave (PTO, Vacation, or Sick Leave)
  • 5+ days of PTO annually in addition to paid sick leave provided by Washington state law, federal or local ordinances
  • 11 Federal Holidays
About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
  • Hiring diverse talent
  • Maintaining an inclusive environment through persistent self-reflection
  • Building a culture of care, engagement, and recognition with clear outcomes
  • Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

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