Program Support Specialist 2

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. Micro-Purchase Transaction Review: Perform statement reviews of approximately 400 to 450 bankcard (P-Card) statements per month. Review statements and ATP Transaction reports to identify questionable or unallowable purchases according to federal law and BPA policy. Elevate such purchases to "Questioned Item" status. Bring any purchases that could indicate fraud, waste or abuse to the immediate attention of the BPA manager, team lead or other appropriate federal personnel. File statements that have been identified as compliant. Maintain records in a secure office environment for the defined retention period; assist with transfer of records to Archive via established process, including packaging and completion of associated "Archival validation paperwork". Perform in-depth assessment of each "Questioned Item" to research if purchase(s) are in violation of established policy. Prioritize possible violations and identify status of purchase(s): No findings, and the statement is released to be filed. Potential findings: Outreach to end user for clarification. The purchaser has made a potential procedural error, or unallowable purchase per policy/statute. Per standard procedure, an email is sent to the purchaser explaining the error or violation, and requesting additional documents or justification, if needed. If a justification is needed it is assessed per BPA policy, statute and program guidelines and is recommended as either accepted or rejected. Original findings, or answers from end users are beyond simple policy and procedures and required immediate elevation to the A/OPC. Verify data in Banking, as needed, which may include running reports and reconciling bank data with BPA internal Asset Suite data. Provide information and data concerning "Questioned Items" to the A/OPC and business analyst to track reportable information. Monitor the group's email Inbox (currently the Purchase-Card (P-Card) mailbox). Categorize or distribute email to the appropriate staff. Respond to common or routine questions or requests; these may be related to the training process, purchasing policies, etc. Alert A/OPC to complex or concerning communications that need immediate attention. Answer the telephone and aid callers, such as responding to common or routine questions, purchase policy inquiries, program participant account information, issue, issue follow-up, spend limit, etc. Review Banking account records to verify information or identify issues for assisting internal clients (program participants). Program Support: As directed and per procedure and guidelines, activate permissions for new program participants in Asset Suite. Create, update and maintain program participant accounts in the enterprise system; update and close accounts as required. Serve as a liaison to the Asset Suite Team for system issues, reporting or processing concerns, system changes, etc. Enter and maintain sensitive profile data in the secure MPP SharePoint database. Track program participants onboarding and training activities. Update and close files, as required. Track, update and maintain accurate temporary and permanent purchase limits in the MPP SharePoint database. Facilitate and coordinate training for new program participants and for current program participants who need bi-annual refresher training, as requested. Program participants may include internal federal personnel from across BPA, including management associates, business analysts, program / org managers, and executives: Provide support to program participants seeking training. Supply new program participants with the application request form, application, and program directions, guidelines, and training calendar. Arrange Skype sessions for offsite training needs. Refer trainees to the online training course, GSA SmartPay Purchase Training. Run reports and track students who successfully complete the course. Per the Micro-Purchase Program procedure, verify prerequisite class is complete before a bank card is issued, or other roles officially designated. Set up training events throughout the year, including at offsite locations. Work with the HR Training program office to obtain rosters; return rosters in a timely manner for students to receive class credit. Draft, revise and recommend training material, MPP info aids, how-tos, and other handouts for students, approving officials, and others; distribute information as relative and helpful. Track course completions, including the collection and verification of all required training paperwork. Validate documents and submit the data necessary to create a bank account to the A/OPC or delegate. Facilitate in-person training classes as requested, or aid during larger training sessions. Assistance may include the arrangement of classroom facilities and amenities; input into agenda, training material, hand-outs, occasionally conducting training, etc.; production and organization of training materials and hand-outs; circulation (capture) of training class participants (training roster); and class time management and interaction. Draft, revise, and recommend a wide variety of training materials, program documentation and presentations, independently or in conjunction with team members, for BPA management review and approval / acceptance. Maintain filing system(s) in accordance with Information Governance and Lifecycle Management (IGLM) standards and procedures. Research BPA policy and interview subject matter experts to gather organization-specific policies related to purchasing. Report on findings to the A/OPC. Provide editorial assistance to the A/OPC by reviewing and editing documents for clarity and grammatical accuracy. Develop, create / draft professional reports as requested by A/OPC, delegate or team lead for review and consideration. Draft and recommend an array of job aids, tips and tricks documents, quick reference guides, and training material and aids for program customers and staff. Draft and recommend email and memo templates for routine communications, notifications, requests and inquiry responses for use by program staff. Review final pay clearance notices for exiting program participants as assigned; alert A/OPC as to status for the official reply to HR. Run reports for cardholder usage, in-house audits, and verification of correct data. Assist with discrete data cleanup projects in the enterprise system or supporting application software. Support year-end closeout activities within tight deadlines, including running various reports, verifying transaction costing is complete, following up on outstanding "Questioned Items", preparing for archival of office records, and other administerial actions. Assist in performing activities and controls as outlined in the OMB A-123. Work with the A/OPC, delegate or team lead to facilitating the prescribed audit requirements and reporting deadlines are met. Assist the MPP SharePoint lead in the design and maintenance of the SharePoint site. Create / draft, enter and recommend program site content; publish BPA management-approved content or content as assigned by program process, procedure or practice. Train and aid junior or temporary staff, as requested. Attend and participate in weekly/monthly/quarterly meetings, which may include assisting with arrangements and agenda; taking notes; providing reporting and/or presentations; responding to questions; input; etc. REQUIREMENTS Education & Corresponding Experience (required on matrix) Bachelor's or Associate's degree in business administration, management, accounting, computer science, engineering or a related field is preferred. With a Bachelor's degree in a specified discipline, 5 years of experience is required. With an Associate's degree in a specified discipline, 7 years of experience is required. Without a degree, 9 years of experience is required. Experience should be consistent with the specific requirements of program/project coordination/control and progressively more technical in nature. Required Technical Skills & Experience (required on matrix) Intermediate to Advanced skill with MS SharePoint or similar program, such as Google Drive and/or, Slack Intermediate to Advanced skills with MS Office Suite (including PowerPoint, Excel, Outlook, and Word). At least 1 year of experience communicating with a wide variety of customers Preferred Skills & Experience (optional on matrix) Translate technical language to non-technical personnel. Experience with Government compliance and reporting. Experience with Purchase Card programs. Additional Requirements (not required on matrix) Valid U.S. Driver's License is required.

Created: 2026-03-11