Specialist, Business Operations-Permit Operations - (26-PO-804000-042)

District of Columbia Water and Sewer Authority•Washington, DC

3d•Hybrid

About The Position

The Specialist, Business Operations-Permit Operations manages the administrative and business functions of Permit Operations, including budget oversight, procurement activities, contract administration, stakeholder engagement, and coordination of departmental reporting. This role supports the development, implementation, and maintenance of strategic plans and initiatives designed to achieve business performance objectives. Additionally, the position assists with annual business planning, strategic budgeting, expense analysis, and operational continuity efforts for Permit Operations. The Specialist is responsible for coordinating administrative processes, functions, and activities within the department, including human resources management, procurement, budget administration, policy and procedure interpretation and implementation, and organizational development initiatives.

Requirements

Three (3) years of progressive experience related to providing administrative services for an organization and advanced documentation skills for creating Standard Operating Procedures, business process documents, process maps, etc.
Bachelor’s degree in Business or related field from an accredited college or university
Verbal and written communication skills
Organizational skills
Must have advanced proficiency in using various software packages including Outlook, PowerPoint, Excel, Word, MS Teams, SharePoint, Visio, and Power BI

Responsibilities

Assists with the preparation and management of the annual operating budget for the Permit Operations department.
Reviews consultant invoices to ensure compliance with contract terms, approved overhead rates, and allowable direct costs.
Evaluates supporting documentation for adherence to contractual requirements and cost eligibility standards and provides recommendations for approval or corrective action.
Responsible for entering requisitions into Oracle and reviewing and managing the purchase order balances to ensure invoices are paid accurately and timely.
Manages the procurement of all goods and services and ensures timely payment of invoices.
Reviews all credit card and travel card reconciliations prior to submitting them to Department Director for signature.
Tracks expenditures and assures prompt payment of department invoices.
Conducts departmental reviews of business processes to identify strengths, weaknesses, and opportunities to perform business process improvements or reengineering.
Evaluates the operational effectiveness within the department and recommends changes or improvements to current business processes.
Performs assignments that are sensitive and confidential regarding recruitment, disciplinary actions and other personnel-related activities, assuring that timely follow-up is undertaken by the department managers.
Performs assignments to assist with recruiting and orientation of new staff. This includes coordinating with HR, preparing interview packages, assembling interview notes and onboarding.
Coordinates the preparation and collection of departmental reports, such as financial, time/attendance, vacancy, cell phones, travel, credit cards, etc.
Manages the Director’s schedule and documents to be reviewed and signed by the Director. This includes prioritizing documentation review and sending reminders to staff regarding upcoming deadlines.
Schedules staff meetings, project meetings, external stakeholder meetings as required and prepares agendas.
Interfaces with key stakeholders, consultants, national and international contractors, District and Federal government, US Military and DC Water departments along with the general public.
Administratively facilitates interaction between the entire Permit Operations team, land developers, and other agencies.
Acts as the point person and department liaison with Human Resources, Finance Department, Procurement Department, Information Technology, Fleet Management, etc.
Performs other related duties and projects as assigned at the discretion of the immediate supervisor.