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

The intent of this job description is to provide a representative summary of the major duties, locations, and responsibilities performed by incumbent(s) in this job. Incumbent(s) may not be required to perform all duties in this description, and incumbent(s) may be required to perform work-related tasks other than those specifically listed in this description. This job description is not a “contract” between the employee and the Authority. The job duties and essential functions may be changed at the discretion of the General Manager.

At DC Water, we provide more than 700,000 District of Columbia residents and 24.6 million annual visitors with essential water, wastewater, and stormwater services. DC Water also provides wholesale wastewater treatment services for 1.8 million people in Montgomery and Prince George's counties in Maryland, and Fairfax and Loudoun counties in Virginia. We aspire to be known for superior service, ingenuity, and stewardship to advance the health and well-being of our diverse workforce and communities. To achieve this vision, we commit to our shared mission every day—exceeding expectations by providing high quality water services in a safe, environmentally friendly, and efficient manner.

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.

• 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.

Supervisory Responsibilities: N/A

Key Working Relationships: Interacts with senior level management in the Department and the Authority, land developers, government and other agencies, and organizations.

The qualifications listed below are representative of the knowledge, skill, and ability necessary for an individual to perform each essential responsibility satisfactorily. Reasonable amounts of training are provided.

Required Skills & Qualifications

Preferred Skills & Qualifications

*The work environment characteristics described in the physical requirements section of the required skills & qualifications table are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.

At DC Water, our people make us an industry leader. Join a group of thinkers, innovators, and problem solvers focused on protecting life’s most precious resource in the nation’s capital.

• Take pride in your work. We provide an essential service and do work that matters. A career at DC Water is an exciting opportunity to help improve the environment and make a lasting difference for the community.

• Connect to a strong culture. Everything we do is grounded in our shared values—accountability, trust, teamwork, customer focus, safety, and well-being.

• Be your true self. We are an inclusive organization that embraces diversity, and we recognize and celebrate employees’ individuality and unique contributions.

• Build your skills and career path. We are committed to developing a future-ready workforce by helping our employees develop skills for the jobs of tomorrow.

We are proud to be an EEO/AA employer M/F/D/V.

We maintain a drug-free workplace and perform pre-employment substance abuse testing.

The Americans with Disabilities Act prohibits discrimination against “qualified individuals with disabilities.”

If a reasonable accommodation is needed to participate in the job application or interview process, to

perform essential job functions, and/or to receive other benefits and privileges of employment, please

email complianceada@dcwater.com.