Program Support Specialist

About the role

Actalent is currently seeking a qualified procurement and records coordinator. Must live in Oregon, Washington, Idaho or Montana. This assignment serves as a technology procurement and records coordinator and Technology Acquisition Advisor Associate (TAAA). The role provides critical support to the Chief Information Officers (CIO) Internal Business Operations team to ensure the smooth, compliant, and efficient processing of technology procurement actions and financial coordination for federal government clients. This assignment is ideal for a proactive, highly organized, and detail-oriented individual who excels at foundational and process-driven work. This is a Contract position based out of Portland, OR with a hybrid workplace type.

Responsibilities

• 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.
• 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."
• 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.
• 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.