Program Support Specialist 1

Job Description

Job Description

ASSIGNMENT RESPONSIBILITIES

Note: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.

Request Management & Process Facilitation

Manage the "BuyIT" shared inbox, serving as the frontline point of contact for reviewing, monitoring, triaging, and logging all incoming technology procurement and service inquiries.

Identify technology procurement requests received in the "BuyIT" inbox and systematically redirect requestors to the official BPA system of record with the appropriate submission instructions, paths, and links.

Provide timely, professional status updates to stakeholders, ensuring clear communication, high-level customer service, and correct routing through designated channels.

Procurement Documentation & Record Keeping

Track contract renewal dates and collaborate with the assigned Contracting Officer Representative (COR) to ensure complete request packages are submitted to contracting prior to the Procurement Action Lead Time (PALT).

Under the direction of the Technology Acquisition Advisor or COR, contact software publishers and hardware/service vendors to obtain government cost estimates.

Assist the COR with gathering internal/external documentation for requisition requirements; perform comprehensive quality assurance checks on procurement packages to ensure all required forms are present, accurate, and complete.

Create and maintain a centralized document repository. Mark, organize, and file physical and digital records (including emails) in strict accordance with compliance requirements, Information Security (INFOSEC), and Information Governance & Lifecycle Management (IGLM) standards.

Ensure official records are audit-ready and distribute sensitive documentation only to authorized personnel with a validated "need to know."

Financial & Accrual Coordination

Facilitate the collection, consolidation, and organization of monthly financial accrual information from technology CORs.

Ensure accurate accrual data is submitted to the Finance department within established deadlines.

Maintain records of all accrual submissions and related financial communications for future auditing and tracking.

SharePoint Site Optimization & Maintenance

Serve as a key contributor to the lifecycle management of the IT Acquisition SharePoint site including:

Assist in structuring the site to ensure intuitive navigation and accessibility for technology CORs.

Identify, gather, and upload essential resources, including templates, Standard Operating Procedures (SOPs), and governing policies.

With Supervisor oversight and input,conduct routine audits and validation checks to verify that all hosted information is accurate, compliant, and up to date.

Proactively identify opportunities for system enhancement and assist in implementing approved updates.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

An Associate's degree or equivalent training in Information/Computer Technology, Business Systems, Computer Technology, or a related technical field is preferred.

1 year of experience is required with an applicable Associate's degree.

3 years of experience are required without a degree or an applicable degree.

Experience must be consistent with the specific requirements of a Business Analyst, business purchasing agent, and/or information technology business analysis and support role.

Required Technical Skills & Experience (required on matrix)

Demonstrated experience managing a shared inbox or utilizing a ticket-based system (e.g., Cherwell Service Management, ServiceNow) to triage requests, enforce process compliance, redirect users to correct submission portals, and manage competing priorities.

Basic familiarity with procurement, purchasing, or basic financial tracking processes.

Proficiency with the Microsoft Office Suite (Outlook, Excel, Word) and SharePoint for file and document management.

Strong technical writing skills and the ability to present information in various forms (textual, graphical, and statistical).

Ability to follow established procedures with high precision, consistency, and strict adherence to deadlines.

Preferred Skills & Experience (optional on matrix)

Prior experience working within a federal government or federal contracting environment.

Strong logical reasoning skills to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Ability to apply general rules to specific problems to produce viable options for stakeholder or Subject Matter Expert (SME) consideration.

Ability to identify when processes are diverging from standards or when issues are likely to arise, and proactively present options to the appropriate audience or SME.

Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.