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Program Support Specialist 1

Company: Flux Resources
Location: Vancouver
Posted on: October 16, 2020

Job Description:



Program Support Specialist 1



Flux Location



Washington, Vancouver



Employment Type

ONFT




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Program Support Specialist 1

Flux is currently seeking a Program Support Specialist 1 to join our project team onsite with our client in Vancouver, WA. This full-time contract position will work within in the Technical Training Center. This position will provide training support to apprentice, journeyman, craftsman and continuous training programs and will perform related clerical/administrative tasks. In addition, the position will: provide data entry on multiple computer applications; coordinate schedules; and research answers for policy application. This position will assist with training contracts and conduct annual training needs assessments, track training plan execution, and develop training reports.

Position Responsibilities include:


  • Performs data entry using multiple computer applications, including Microsoft Office, Asset Suite, PeopleSoft, Concur (Government travel service), Microsoft SharePoint, etc. May enter inventory management data, vehicle mileage, training, travel, pen base program, utility bills, etc. Will use Veteran Affairs data tracking program to enter apprentice training information.

  • Verifies group/organization timekeeping is accurate and follows established guidelines, policies, and negotiated bargaining agreements. Where required, inputs time and labor information into appropriate system.

  • As required, following established policy and process prepares travel authorization and arrangements for management and staff travel using on line systems such as Concur, etc. Prepares travel vouchers following established process using on line system, entering data from staff daily work reports and other communication.

  • Performs data entry for P-card transactions, materials requests and invoices.

  • Answers telephone calls and responds to routine telephone requests that have standard answers; refers calls and visitors to appropriate management and staff. As required, controls mail to assure timely staff response, and sends form letters. Sorts and distributes incoming mail; prepares outgoing mail, including bulk mailing packages.

  • As requested, maintains calendars, makes appointments, and arranges for meeting rooms.

  • Establishes and maintains office files and provides clerical support, preparing forms for district functions, maintaining catalogs and posting (filing) changes to manuals.

  • As requested, assists staff in the routine use of software applications, i.e., Microsoft Office, etc.

  • Process and submit requests to manager for approval for needed office supplies; distribute supplies to appropriate staff per established procedures.

  • Serves as point-of-contact person for district or other office personnel regarding general district or administrative information.

  • Coordinates and assists manager with development of annual managers' and employees' performance appraisal plans; implements, oversees and completes related documentation. Schedules and tracks to completion all managers' and employees' progress reviews, while performing associated follow-up to obtaining requisite signatures and approvals.

  • Provides a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.

  • Assist manager in a variety of personnel and other actions.

  • Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations.

  • Coordinate and assist managers and staff with Time & Attendance per established procedures, which may include:

  • Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:

  • 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 the Information Governance & Lifecycle Management policy and procedure and compliance requirements.

    Training Program Support (30%)


    • Reserve rooms and coordinate room configuration and set-up. Verify supplies needed for program or courses are in room.

    • Schedule and coordinate Instructors.

    • Provide data monitoring, entry and tracking in HRMIS enterprise learning system.

    • Collaborate with staff, business units and procurement to support COR responsibilities.

    • Participate in developing and conducting training needs assessments/surveys, and analyze the information and data obtained in order to anticipate training needs for specific categories of positions that involve fairly well defined and readily understood duties.

    • Review training needs assessments and create statistical reports that show what training needs to be provided to who, how many, where and when. Provide reports to manager for forecasting training needs.

    • Develop and coordinate Apprentice Training Schedules.

    • Compile budget data for managers for long range planning of training and forecast for budget considerations.

    • Prepare budgetary reports used for cost center budgeting and tracking, and work plan development for manager review.

    • Support training development teams or committees as requested, by providing data, assisting with data analysis and taking meeting minutes

    • Prepare, copy, and assemble training materials.

    • Send complete inventory of materials and supplies to training sites for courses.

    • Assist training self-service program coordinators by processing requests for external training catalog numbers and by pulling completion reports and compiling and summarizing data using Word and Excel.

    • Initiate/record training evaluations using Survey Monkey or other survey methods. Enter survey data, send surveys to learners and run various survey reports.

    • Make edits and updates to training materials as requested by training specialists or supervisor.

    • Maintain training information in HRMIS and verify accuracy:

    • Update and maintain training catalog.

    • Create and send various training correspondence, communications, and marketing materials.

    • Update standard operating procedures and job aids as needed.

    • Prepare and send monthly, quarterly/semi-annual, and ad hoc reports for assigned training programs.

    • Follow up and document findings on no shows and other attendance issues related to training courses.

      Position Requirements:

      Education/Experience:


      • A Bachelor's degree in Business Administration, Business Management, Business Operations or a related field is preferred



        • With an applicable Bachelor's degree, 2- years of experience is required.

        • With an applicable Associate's degree, 4+ years of experience is required.

        • Without an applicable degree, 6+ years of experience is required.




          Experience should consistent with program/project coordination/control and progressively more technical in nature.

          Technical Requirements:


          • 2+ years' experience performing administrative functions in an automated learning management system

          • 2+ years of relevant work experience in administrative support functions



            • Working knowledge of SharePoint







              Flux Resources, LLC is proud to be an AA/EEO employer and we are committed to engaging with diverse populations. It is our priority to be a leader in creating a workforce that represents the citizens we serve. While providing EEO self-identification information is voluntary, we encourage you to do so as it is pertinent to our commitment of creating a diverse workforce.

              All 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, gender identity, or sexual orientation.

              FLUX Resources, LLC. wants to ensure applicants who apply for jobs electronically are informed of their equal employment opportunity (EEO) protections as part of the application process through the EEO is the Law and Supplement to EEO is the Law posters. In addition, you can review the prescribed pay transparency nondiscrimination provision.

              If you are a qualified individual with a disability or a disabled veteran you have the right to request an accommodation, which can be done by e-mailing us at accommodations@workwithflux.com and providing us with your name and contact information


Keywords: Flux Resources, Vancouver , Program Support Specialist 1, Other , Vancouver, Washington

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