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*Program Support Specialist*
*Specialty: Level 1 - Supplemental Labor Program Coordinator*
At *David Evans and Associates (DEA)* our philosophy is */“To find outstanding professionals and give them the freedom and support to do what they do best.”/* Since its founding in 1976 in Portland, OR, DEA has become a recognized leader for progressive and sustainable design and management solutions for complex transportation, land development, energy, and water resources projects nationwide. DEA’s multi-disciplinary teams partner with clients to tailor sustainable solutions to meet the unique needs of each project. The firm has over 15 offices in seven states and employs approximately 650 people firm wide. DEA is an employee-owned corporation and consistently ranks among ENR’s Top 100 firms in the US.
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*ADDITIONAL POSITION INFORMATION:*
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*Position Overview*:
This full-time contract Program Support Specialist 1 position provides support for client’s Supplemental Labor Management Office (SLMO) including primary day-to-day coordination and management of Supplemental Labor Information Management (SLIM) Vendor Management System (VMS) operations and functions. The role will provide Supplemental Labor program support to internal organizational clients as well as assist in day-to-day operational support of the SLMO team. This position is in a fast-paced, high-functioning and potentially stressful office environment and is often faced with tight deadlines and changing, ambiguous priorities. This position is located in Vancouver, WA.
*SPECIAL REQUIREMENT: This position requires confidentiality, professionalism and requires passing a higher level background investigation, for which the selected candidate must qualify to hold or continue to hold the position.*
*Position Responsibilities include but not limited to:*
* Monitor and coordinate the daily transactions of the supplemental labor program including the requisition/submittal process and candidate placement, time and expense sheet approval processing, invoice consolidation, day-to-day troubleshooting and problem resolution, and other activities required to administer the Vendor Management System (VMS) known internally as SLIM.
* Monitor and coordinate contract personnel on-boarding, assignment management and off-boarding.
* Track contract personnel new hires and terminations to assure integrity of system data for reports, security management, etc.
* Develop, update and maintain program and process documents as well as procurement files.
* Successfully manage on-going relationships and communication with internal organizational clients as well as external suppliers while maintaining confidentiality of the supplemental labor procurement process
* Assist internal clients with the creation of comprehensive “Additional Position
Information” (“API”) documents (such as this document)
* Provide advice / guidance to internal clients related to SLMO operational and process requirements, procurement policy guidelines, etc. (as appropriate); referring more complex / technical inquiries to appropriate senior SLMO team members
* Maintain desk manual of program standards and processes, updating as changes occur
* Provide periodic program status reports as requested
* As needs are identified, assist with, or perform program coordination tasks associated with special projects.
* Active participation in regular operational team meetings and frequent process improvement meetings
* Provide operational and program support for SLMO Operations team, SLMO Contracting Officer’s Technical Representatives (COTRs), SLMO manager, senior policy analyst and co-located Contracting Officer. Support tasks may include but not limited to:
o Drafting and maintaining meeting agendas; taking and/or transcribing meeting notes
o Scheduling meetings, training sessions; coordinating room reservations and required resources
o Running/distributing scheduled/recurring reports
o Organizing and maintaining SLMO records and files
o Monitoring SLMO Operations team deadlines; performing follow-up as required
o Scanning, copying and collating training or meeting documents/packets
o Providing SLIM Helpline support
o Maintaining the Supplemental Labor internal webpage
o Statistical analysis and reports creation support
*Position Requirements:*
/Education/Experience:/
* Completion of applicable advanced studies beyond high school is required (must include details on resume if candidate does not have an Associate’s or Bachelor’s Degree)
* Bachelor’s degree in Business Administration, Business Management, Business Operations or a closely- related field is highly desirable. Bachelor’s degree can substitute for 4 years related experience (see below)
* Associates degree in Business Administration, Business Management, Business Operations, or a closely-related field is preferred. Associates degree can substitute for 2 years related experience (see below)
* Related Experience – a minimum combination of work-related experience, on-the-job training, and/or vocational training is desired. Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature. Associates or Bachelor’s degrees can be substituted for a portion of the experience requirements.
o Minimum Related Experience: Level 1 – 6+ years previous work-related skill, knowledge, or experience is required (2-4 years with Bachelors Degree, as specified above; 4-6 years with Associates Degree, as specified above)
o Minimum of 3 years of mid/high-level, process-driven Customer Service experience or experience in operational support positions is required. (Examples: Bank or Credit Union Teller, Mortgage Loan Processor, Customer Service Assistant – Municipal or County government, Admissions Assistant – College Admissions office).
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/PLEASE NOTE//: Staffing and/or Recruiting experience is not required for this position – we would prefer candidates with the mid/high level, work experience described above./
* Intermediate to Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word; MS Office Suite 2010 proficiency required. Familiarity with SharePoint, Visio and MS Project is a plus.
* Position requires excellent memory recall capabilities. Troubleshooting duties will require a proven ability to recall past system issues, relate them to currently presented problems and extrapolate possible remedies and/or develop temporary work-arounds. Excellent memory recall is also vital for records research in response to audit requests as well as periodic requests for historical and past transaction records.
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/General Requirements:/
* Work is highly process-driven; successful candidate must be able to thrive in this environment, demonstrate excellent attention to detail, organizational skills, and be able to identify and resolve process exceptions.
* Successful candidate will demonstrate strategic-relationship/partnership-building skills – ability to listen attentively, solve problems collaboratively and creatively, and use tact and diplomacy to find common ground and achieve win-win outcomes.
* Ideal candidate will exhibit excellent verbal and written communications skill and a pleasant, helpful demeanor, with demonstrated tact, diplomacy and discretion. /High degree of confidentiality required/
* Well-honed analytical and problem-solving capabilities; reacts to work assignment adjustments and changes promptly and efficiently without sacrificing the ability to meet deadlines; flexible during times of change
* Demonstrated initiative; willingness to take ownership of the position, dive into assigned tasks and determine appropriate outcomes and solutions; driven to excel
* Ability to work both independently and in a team-oriented, high energy, collaborative environment is essential
* Skilled in working collaboratively with multiple departments to resolve issues
* Vendor Management System (VMS) software familiarity and VMS operational experience (buyer side preferred) is desirable.
* Proven ability to:
o prioritize and execute tasks independently, yet demonstrate willingness to solicit direction and advice when circumstances necessitate
o adapt to shifting priorities and demands while ensuring timelines are met.
o effectively function in a fast-paced, sometimes high-pressure environment
o document program issues, risks, assumptions and requirements
o implement and follow policies and procedures to ensure audit and corporate compliance
+ Some financial analysis or accounting experience is a plus
+ Ability to adapt to an ambiguous environment and changing priorities/demands
+ Ability to assess task urgency and determine appropriate level/speed of response
# Desirable Characteristics:
# Professionalism in work product and behavior
# Discipline to execute according to standards
# Intense focus on accountability
# Stress tolerance
# Confidence and enthusiasm
*Additional Requirements:*
* Must be able to pass a Personnel background check pursuant for Public Trust (SF-85P), for which the selected candidate must qualify to hold or continue to hold the position.
* Selected candidate will be required to sign a Non-Disclosure Agreement due to access to confidential, sensitive information
* This position may be eligible for situational offsite work, subject to the completion of a Supplemental Labor Offsite Work Memorandum of Understanding.
* RSA token will only be utilized when conducting work directly related to the API. Any other work is unauthorized. Responsible for the safe-keeping of the client-issued RSA Token at all times. If the RSA Token is lost or compromised, immediately contact the COTR. All information associated with the work performed offsite must be maintained in the client network environment. No client information will be allowed to be transmitted, stored, and created, etc., on the contract worker’s personal devices. Contract personnel must follow all client and government-wide security, asset management, and cyber security policies and procedures.
* Occasional local (Portland/Vancouver) travel may be required.
* Occasional overtime may be required, 5% or less.
* Performance Expectations:
* Carry out assigned tasks with a professional demeanor reflected in excellent written and oral communication skills, listening skills, patience, analytical reasoning and problem solving abilities.
* Consistent, reliable work attendance
* Meet timelines and/or deliverables and provide timely (weekly) status updates
*/DEA is proud to be an AA/EEO employer and all qualified candidates will receive consideration without regard to characteristics protected by applicable local, state or federal law, such as race, color, sex, age, religion, national origin, physical or mental disability, pregnancy, marital status, veteran or military status, genetic information or sexual orientation./*