Draft and validate Statements of Work (SOWs) for service contracts including complex master contracts for manager review. This may require close collaboration with the project PM, Subject Matter Expert (SME) the organization's Contracting Officer's Representative (COR), or Contracting Officer (CO) to gather and compile relative procurement specifications, requirements, etc.
Process Control Center contracts and material requests (MRs) in accordance with documented processes; orders more than 1.6M for hardware and 4M in software and service contracts not including capital orders. Average order load (not including capital project orders) more than 220 non-IT orders and 400-600 IT related orders.
Request unofficial estimates and budgetary quotes from various vendors for material orders purchased via P-card in coordination with manager, PM, COR, CO, etc.
Engage PMs and SMEs to obtain detailed information, requirements, and specifications for service engagement contracts.
Collaborate with the agency's Information Technology (IT), Operational Technology (J - OT), and the Control Center Procurement Team to develop best practices, standards, and process improvements for diverse procurement objectives.
Work with PMs, SMEs, CORs, and COs on product consultations and deployments regarding the agency's procurement requirements, timeframes, security requirements, inherently governmental duties, and contract deliverables from execution to completion.
Work with the agency's Accounting office and CORs on Service Contract milestones for payments and pre-payment schedules; create Contract Payment Authorizations (CPAs) in Asset Suite for verified approved invoices; track billing for budget tracking and forecasting.
Review and validate materials received meet Control Center requirements.
Collaborate and coordinate with the procurement COR and vendors to process Returned Merchandise Authorizations (RMA) per established procedures - this includes warranty repairs and exchanges of products to adhere to the required Control Center standards.
Partner with COs on large contract engagements and enterprise agreements to account for the Control Center portions and licensure managed off the BUD Network.
Work between the two Control Centers to develop streamlined practices and processes, inter-control center training, and collaboration for a one Control Center standard.
Work with representatives from Hardware, Contracts, and Services organizations to target fiscal year (FY) end budget in regard to large accruals across multiple orgs and contracts.
Maintain and support the Operational Technology Procurement SharePoint site which contains all Control Center contracts, status, support and maintenance timelines, and updates pertinent to contract compliance. Maintenance includes updating contract dates, statuses of outstanding service contracts, and dates of order- update with changed dates, status, etc.
At manager, COR, or CO request provide technical feedback of vendor performance for IT products, such as their after-purchase product support to the agency, assistance with large deployment execution, response times, and overall ability to meet the Control Center procurement objectives.
Maintain the J-OT / JO approved technology list by obtaining appropriate approval form from the architecture board and entering / recording the approved model information on the organizations' approved technology list.
Create CAT IDs for the Asset Suite Catalogue, for new hardware standards created and approved by the agency's Management for the Control Center.
Create a case or a Material Request (MR) in Asset Suite following currently approved processes, for Control Center hardware and equipment. Route MR for requisite approval.
Track order status with Purchasing and Supply Chains.
For hardware, software, or services; maintain expense budget spreadsheet, analyze accounting differences, and investigate needed corrections; escalate any questions or discrepancies to appropriate federal personnel.
Perform credit card reconciliation and data entry for hardware group purchase card (P-Card) holder(s). Maintain efficient processes related to purchasing and procurement; provide recommendations for process improvements. Attend P-card (Micro-Purchase) training as requested or required for role holder.
Coordinate with warehouse shipping to deliver items to Dittmer loading dock.
Record procurement orders received in the Control Center Management System (CCM) database and notify the requestor to retrieve and confirm order.
Support J - OT customers with the agency's procurement systems such as Asset Suite, Customer Relationship Management (CRM), and the Control Center Purchasing Database, by providing user assistance, training, troubleshooting, access assistance, etc.
Operational Support:
Participate in Incident Reviews and Rapid Response Team (RRT) meetings by providing information related to the review; information will be used by SMEs and Reliability Standards Owners (RSOs) to help determine incident status.
Use pre-established processes and procedures to verify implementation of NERC reliability standards within regulatory deadlines.
Assist management in developing, implementing, and improving reporting tools that document and communicate the progress of standards-related activities to verify timely completion.
Follow established process and procedures to collect and file compliance artifacts needed for compliance certification.
Analyze compliance processes and artifacts for adherence to standards and completeness.
Draft and recommend work processes to improve compliance posture of the agency. Final processes must be reviewed and approved by staff.
Perform fact-finding and data collection for periodic audits of processes in accordance with defined policy; collect, combine, and submit all necessary audit artifacts required during audits for the agency's review.
Provide a sustainable compliance process infrastructure by supplying cross training and functional documentation.
Security Privilege Coordination:
Process requests for cyber, physical, or logical access within the guidelines and regulations defined by NERC CIP standards, the agency's policy, and Control Center procedures.
Assist in tracking access (physical and cyber) privileges granted for the Control Center, maintain current system, privilege, and resource manager information. Stay within NERC guidelines and time constraints,
Coordinate with the Security and Compliance Team (SCT) and the training office for verification of NERC-CIP training, before granting new, cyber, physical, or logical access and yearly to verify all current access grants maintain training requirements.
Verify all requests for cyber, physical, or logical access have a valid Personnel Risk Assessments (PRA) by checking the agency's Security Office PRA verification source of record or by contacting the Security Office directly.
Perform the revocation and reinstatement of access to the agency's cyber and critical cyber assets disabled because of Access Revocation processes or employee status changes per established procedures.
Transfer data from Security Privilege Requests into the Cyber and Physical Access (CAPA) database. This includes:
Enter data and updates.
Revoke and re-enable privileges
Coordinate with customers to implement authorized accounts and privileges in the CAPA database.
Coordinate, initiate, and maintain the Access Review process by working with Managers and SMEs to verify business need of the granted privileges and that only those privileges that are verified have access.
Coordinate with customers on visitor access requests to the Control Centers.
Monitor Customer Relationship Management (CRM) cases assigned by the agency's Access Revocation Team for access privileges to be revoked or reviewed to determine whether revocation is required.
Review HRMIS/CCAR and other reports for access privileges to be revoked or reviewed to determine whether revocation is required.
Maintain up-to-date, auditable documentation of processes.
Equipment and Inventory Management:
Complete inventory of all JO Sunflower equipment on an annual basis, when notified by the Organizational Property Management Officer (OPMO), or continuously throughout the year.
Utilize the Control Center Management System Equipment Manager database, BES Sunflower and other OPMO approved systems to track, transfer, and report on assigned property.
Verify group's asset management policies and procedures follow agency and OPMO guidelines.
Coordinate with staff on equipment that is no longer required and will be transferred to the Investment Recovery Center (IRC) for disposal.
Coordinate equipment transfer to IRC.
Required Technical Skills & Experience
Expert proficiency in automated data systems to include SharePoint and Visio and a high degree of efficiency in technical dynamics of software output (e.g. use of advanced printing such as to plotters, capabilities of cross-software embedding for purposes of presentations, technical webinars, etc.).