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Description

Job ID: 45950
***Not able to use 3rd Party Agencies***

Program Support Specialist

Our client is seeking a Program Support Specialist to join their team in Vancouver, WA. This position provides program support and scheduling to include primary day-to-day coordination, management for Fleet Management, and analysis of Fleet Maintenance service and costs data. This position requires coordination of processes in support of the Fleet Management Organization to assist in performance of programs, projects, schedules, travel, and overall office functions effectively and efficiently. This position also requires coordination of preventative maintenance schedules with equipment custodians and work order creation for modification request. A valid U.S. driver license and UP to 15% Meetings and/or Training attendance but may include occasional visits to different field locations. Up to 5% overtime is anticipated. 

Program Support Specialist Responsibilities
Serve as the Point of Contact (POC) for scheduling, coordination and management for Fleet Vehicle Maintenance Management:
Compile reporting metrics and analysis for tracking, measuring types of preventative maintenance services provided, equipment maintenance, workload activity, and turnaround time.
Analyze data from multiple data sources to confirm data integrity, analyze root causes, uncover new patterns and answer key questions.
Identify quality assurance/quality control issues and identify failure or maintenance trends. Present compiled information for awareness and analysis. Alert the Manager of any control issues or failures. Recommend and assist the management with implementing solutions to solve problems.
Collect, organize, and validate data and model results to establish data reporting completeness, accuracy and quality.
Utilize internal tracking system to validate scheduled responses or actions are completed within established timeframes or coordinates changes to schedule in advance of due date. Coordinates and directs organization’s responses for time-critical documents.
Conduct monthly reporting and analysis consisting of Damage, Modifications, Preventative Maintenance, and Cost per mile to support managerial decision making.
Maintain and upload documents and information to the SharePoint site, validate information regarding policies, forms, contact information, and calendar of trainings/events is readily available.
Initiate Tools and Equipment Acquisition Program workflow requests coordinate with custodians and other district personnel, uploads documents into workflow and monitors progress toward completion.
Initiate modification work orders for all maintenance facilities, scan approval documentation to provide historical data retention, and coordinates modification work orders with technicians by utilizing Asset Suite for opening work orders, inputting vehicle and equipment data, and documentation. Collect, scan, and file monthly inspection sheets and additional equipment forms, creates tracking forms as required.
 
Administrative/Clerical Responsibilities (Approximately 10% of the time):
Provide a wide variety of confidential administrative/clerical support to managers and/or management staff; serve as liaison/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:
Greet visitors; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other personnel as appropriate.
Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward complex questions and matters to appropriate personnel as needed, following up to verify a timely response.

Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
Review and finalize documents and letters to verify proper formatting and accuracy.
Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.
Sort and distribute incoming mail to appropriate recipient(s); as requested,
Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
Establish and maintain internal and external communication channels to verify smooth flow of information and positive working relationships.
Perform faxing, scanning, photocopying, and work with the print shop to request printing services.
Provide input and recommendations for potential process / procedural improvements.
Update and maintain desk reference manual.
Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of management-approved process and procedural changes.

Administrative Team: 
Attend mandatory Administrative Team Meetings.
Participate as a team member and in team meetings both professionally and collaboratively.

Work as a team member to:
Standardize, streamline and improve overall Administrative processes throughout the organization.
Help resolve organizational administrative issues and work on solutions as a group.
Complete team work assignments

Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for the Managers and other staff as circumstances dictate, 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; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials.
As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.
Informing manager/internal 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.

Assist the manager in a variety of personnel and other actions which may include:
Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
Prepare federal worker award requests in HRMIS for manager review/approval, track awards, and prepare recognition certificates for the organization when requested by a manager.
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.
Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.
Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Capital Management (HCM) is accurately completed within established timelines.

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.
Preparing / drafting necessary foreign and domestic forms associated with travel.
Preparing and processing travel authorizations and vouchers for group managers and staff.
Validating that travel is complete and processing travel documentation in a timely manner and in accordance with federal and internal 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.

Coordinating and assisting managers and staff with Time & Attendance per established procedures, which may include:
Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s).
May serve as timekeeping power user (able to input time for others as requested).
Maintaining and reconciling employee leave calendar submissions with payroll.
Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.
Review time sheets for contract personnel to verify that reporting is accurate.
Verifying time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.

Provide overall administrative support to staff members by acting as the liaison with HCM, IT, Security, Safety, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:
Office moves and workstation adjustments.
Onboarding activities for new contract and/or federal personnel.
Computer, software upgrades IT equipment and other resource requests.
Computer, copier, and printer maintenance.
Requests for needed office supplies and distribute to appropriate staff per established procedures.
Coordination of badge return.
Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.

Manage all records in accordance with internal policy and procedures and compliance requirements:
File and disperse documents/letters to appropriate personnel.
Validate that official records are accurately maintained for auditing purposes.
With oversight and approval of the manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and other events

May provide basic information/support to the manager by viewing/providing information utilizing the E-performance management system.

Program Support Specialist Qualifications
Associate’s or Bachelor’s degree in Business Administration, Business Management, Business Operations or a related field is preferred.
With an applicable Associate’s Degree, 4 years of experience is required.
With an applicable Bachelor’s Degree, 2 years of experience is required.
Without an applicable degree, 6 years of experience is required.
Experience must be consistent with the specific requirements of program support and coordination and progressively more technical in nature. Requires a working knowledge of automated data systems.

Required Technical Skills & Experience 
Experience with Mobile Equipment Fleet Operations

Preferred Skills & Experience 
Experience with Visio, Adobe Acrobat Reader
Must have demonstrated editing and proofreading skills as well as being able to create layouts, and good attention to detail.
 



Benefits
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.

About VanderHouwen 
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide.  Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.

VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws. 



Benefits
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.

About VanderHouwen 
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide.  Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.

VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws. 

 

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