ACS Professional Staffing Program Support Specialist in Portland, Oregon

Program Support Specialist

Date Posted: 6/13/2018

Job Function: Clerical

City: Portland

State/Province: Oregon

Job Number: JO-1806-7791

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Overview:

ACS Professional Staffing is looking for a full-time employee to work on-site with our client. This Program Support Specialist position will provide confidential and professional support to the Compliance, Audit and Risk Management (C) organization of the Office of the Executive Vice President of Compliance, Audit, andRisk (CAR). The CAR is responsible for leadership, strategic planning and oversight of Civil Rights & EEO, Compliance and Governance, Risk Management and Internal Audit. The CAR oversees and provides direction and guidance for policy and program integration and execution that rigorously maintains regulatory compliance with applicable laws, rules and regulations and proactive risk management in support of the mission, values, andgoals. The CAR also provides leadership for the internal management efforts in the enhancement of performance of systems, processes, and culture. This position will serve as the primary technical support for the agency-level organizational performance management program and provide direct assistance to the system administrator responsible for overseeing and maintaining electronic performance management system. This position will actively participate and support the development and management of agency and business unit performance measures, and multi-year targets and related work products. This position is located in Portland, Oregon.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. ACS Professional Staffing is an EEO/AA/Vet/Disabled Employer.

Responsibilities:

  • Serve as primary Point-of-Contract (POC) in support of the agency-level organizational performance management program.

  • Organize, develop, coordinate, recommend, implement, and monitor plans, activities, and schedules related to the program in collaboration and conjunction with the Program Manager.

  • Assist with memos, articles, communications and other materials to disseminate or validate that policy guidance and operational processes are communicated to all affected parties. This work may include collaboration with the Public Affairs, Policy and Legal offices.

  • Assist with changes to forms, processes, andreports used in the organizational performance management program.

  • Participate in the development of agency and Tier I balanced scorecard items, performance measures, andmulti-year targets; draft and recommend other related work products which support strategic business objectives and the long-range strategic plan. Examples of related work products includeexplanatory memos, comparison tables for target measures, process maps, communications, performance targets, etc.

  • Review preliminary information; provide options and recommendations for effective performance measures and targets, and related work products which align their organization’s goals and targets with strategic business objectives and long-range strategic plan.

  • Design, develop, and recommend tools and techniques for determining and reporting progress made against target results.

  • Facilitate and support teams working on strategic performance measures and targets.

  • Serve as a Point-of-Contact, providing information and assistance to managers and other staff inthe performance management system and the balanced scorecard methodology and process.

  • Facilitate and follow management-approved processes to prepare timely and accurate quarterly agency-level performance management reports to fulfill internal and external Department of Energy and Office of Management and Budget performance reporting requirements.

  • Build and maintain SharePoint site content and structure, validating regular updates and ongoing maintenance are done on a timely basis.

  • Establish and maintain federal records management system for performance results. Maintain all official records in accordance with the Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.

  • Serve as the primary POC for the agency-wide electronic balanced scorecard management system, maintaining fluency in the effective utilization of its capabilities and features.

  • Assist and facilitate the schedule and process of updating and maintaining the information within this system. This may include coordinating with business units to verify adequate resources are assigned and trained as system users.

  • Maintain a thorough knowledge of the data elements of the balancedscorecard performance management system and work with IT experts to extract data from the system and associated data warehouses to prepare standard and custom reports for Tier 1 senior management.

  • Assist in developing, recommending, documenting, operational procedures for use of the balanced scorecard performance management tool and related processes.

  • Coordinate and support and conduct an agency-wide training program for both general and advanced users, including drafting how-to guidance; mentor employees on the effective use of the software and its capabilities as well as organizational performance management in general.

  • Review data/information in the system for accuracy, alignment, andconsistency with requirements and procedures. Review data reported by system users to validate appropriate functioning; provide assistance with any system or program-relatedquestions or issues.

  • Conduct a regular schedule of data maintenance, including review and maintenance or purging user profiles and permissions, measures, groups, sections, books and other data and structures in the Performance Scorecard system.

  • Work with IT on software upgrades and releases. Provide communications to system users as needed for all system changes, such as upgrades, updates, andreleases.

  • Provide assistance in monitoring and auditing system usage; and, conduct needs analyses to determine appropriate licensing requirements; collaborate with IT for annual maintenance contract renewal efforts, if requested.

  • In an effort to minimize impact to users and management, provide communication and coordination for system updates/upgrades, enhancements, etc.

  • Attend regional Organizational Performance Management conferences, networks, andmeetings in order to maintain a networkof practitioners and to stay abreast of performance management best practices.

  • Develop and recommend presentations and other media to convey performance results and other business and industry information in formats easily accessible to users and management, as well as external stakeholders.

  • Develop and conduct briefings, training and information sessions on software or processes supporting the Performance Management program.

  • Maintain constructive relationships with Balanced Scorecard measure owners; and, liaison with applicable interested parties throughout the agency.

  • May provide support and assistance to other functions within Compliance, Audit, andRisk, such as developing slides and presentation materials used in the QBR; collaborating with the Risk org to evaluate risk implications of targets and measures; working with the Audit and Compliance orgsto develop and execute audits of scorecard development process and methods, and audits of Agency results that are reported externally and to DOE; and, drafting communications, presentations and other similar materials.

Requirements

  • Associate’s degree in business administration, management, accounting, information conveyance and visualization, computer science or a related field is highly desirable

  • Bachelor’s degree in Business Administration, Business Management, Organizational Development, Computer Science or a related discipline is preferred. Bachelor’s degree can substitute for 4 years related experience (see below)

  • A minimum combination of work-related experience, on-the-job training, and vocational training is desired. Experience should be consistent with the specific requirements of business analysis and progressively more technical in nature.

  • 9 – 11 years of related experience

  • Minimum of 3-4 years program or process management experience isrequired.

  • 3-4 years of experience working with SharePoint, demonstrating advanced skills in its use, isrequired.

  • 2 years of experience working with a Balanced Scorecard methodology ispreferred.

  • 2 years of experience with the technicalsupport of a hierarchical performance management software system ispreferred.

  • 2 years of experience populating, configuring and maintaining Actuate Performance Scorecard highly desirable.

  • Experience indeveloping and conducting briefings, training and information sessions on software or processes is highly desirable.

  • High level of attention to detail

  • Ability to present information clearly through a variety of media

  • Ability to build credibility and trust among key project stakeholders and customers.

  • Ability to communicate technical information verbally and in writing to technical and non-technical users.

  • Must be self-motivated, self-disciplined, with a proven ability to work effectively under pressure or with frequent interruptions and priority changes while maintaining professional composure and exercising tact and diplomacy.

  • Ability to successfully engage in multiple initiatives simultaneously

  • Possess organizational capabilities and ability to carry out duties with little direction.

  • 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.

  • Follow established processes and procedures including Change Management, Work Tracking, and Time Management.

  • Local travel may be required for meetings/training, up to 5%.

  • Valid Driver License isrequired.

  • US citizens and all those authorized to work in the US are encouraged to apply

  • Work sponsorship not available at this time.No third-party candidates considered for this position.