Program Management Analyst

Duties and Responsibilities

• Act as primary Point of Contact (POC) for all Program inquiries, financial matters, and administrative support.
• Program Operational Support:
• Assist on memorandums, policy and Standard Operating Procedures (SOP) at the direction of the Chief Inspector AWS III
• Compile weekly and annual statistics related to the video program.
• Assemble necessary documentation for submission to the Training Division for video related training programs.
• Oversee and manage the Program Request Tracker, ensuring accurate tracking and timely updates.
• Assist Chief Inspector AWS III with electronic records management using agency-specific software, ensuring proper organization and compliance.
• Gather, identify, and analyze information derived from Law Enforcement databases to generate operational and intelligence reports as needed.
• Financial Support: Maintain and monitor AWS Spectrum funding; ensure funds are used in accordance with AWS III Spectrum Auction guidance.
• Input and reconcile financial transactions into United Financial Management System (UFMS).
• Prepare and generate financial status reports, ensuring accuracy and timely delivery.
• Prepare requisition documents for procurement of supplies, service and equipment.
• Review funding requests for accurateness and necessary approvals prior to obligating money
• Work closely with USMS management to ensure accruals and obligations are accurate.
• Verify payments sent via the Invoice Processing Platform (IPP); research and resolve problems with invoices and ensure proper payment.
• Serve as a POC with any Vendor-related/payment issues, with the ability to analyze issues, communicate effectively with vendors when complications or errors arise, and resolve them promptly.
• Review all vendor invoices for accuracy; POC for invoices in dispute.
• Request signatures on AWS III and other USMS invoices.
• Confidential Record Keeping and reporting required.
• USMS Property Officer: Serves as Accountable Property Officer for all VSU equipment.
• Responsible for ensuring property is assigned and recorded properly using Updated: 1/31/2025 USMS Property Asset Control Enterprise System (PACES).
• Maintain and monitor vehicle fleet records; to include gas logs, credit card transaction reports, registration requirements.
• Specialized analytical work in managing, regulating, coordinating, or otherwise control over supplies, equipment, or other material.
• Prepare property reports for current and annual inventory inspections.
• Responsible for the proper retention or disposal of equipment for excess.
• Other intelligence and technical duties as assigned by the Chief Inspector AWS III.

Position Requirements

• Top Secret Clearance.  Experience in project, financial, or program management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Experienced in using mapping software such as Google Earth, ArcGIS, etc.
• Skilled in using PDF editing software (e.g., Adobe Acrobat Pro).
• Experienced in using and managing SharePoint, records management systems, and intranet page design.
• Program Operational Experience:
•  Prepare and edit various types of written correspondence to support program needs.
• Review and assess documents submitted for completeness, accuracy, and compliance.
• Conduct statistical analysis and evaluate program performance in relation to operational goals.
• Collect, analyze, and present findings to management, offering recommended solutions to address challenges.
• Provide analytical support by utilizing law enforcement databases and software tools.
• Analyze data to identify issues and resolve problems in accordance with US Government procedures and guidelines.
• Provide administrative support to branch offices, adhering to US Government administrative practices and standards.
• Gather and analyze data from federal, state, and local law enforcement sources, as well as public records.
• Foster and maintain strong working relationships with US Government personnel, contractors, agency staff, and vendors.
• Financial Experience:
• Assist in maintaining and monitoring budget for program by providing accurate information to management
• Assist in maintaining suspense systems for invoices, identifying past due and outstanding items ensuring due dates are met.
• Work with management to ensure accruals and obligations are correct by generating financial reports.
• Assist in funds transfer using various databases.
• Proven experience in inventory management, ensuring accurate tracking, organization, and control of stock.
• Strong background in electronic records management, with experience maintaining and organizing digital files in compliance with relevant standards and policies. 

Desire Skill

• Self-motivated and proactive, able to work independently while collaborating effectively within a team.
• Strong interpersonal skills with a sense of responsibility and reliability.
• Excellent communication skills, both verbal and written, with a strong ability to document processes and information clearly.
• Strong analytical and problem-solving skills, with a keen eye for identifying and addressing challenges.
• Meticulous attention to detail, consistently following established processes and guidelines.
• Effective time management abilities with the capacity to prioritize tasks and meet deadlines efficiently.