Business Operations Support Specialist (OHAW)

Location
8200 Professional Place, MD
Posted
Oct 22, 2021
Closes
Oct 30, 2021
Ref
210959
Hours
Full Time
Marketing Statement:

The Washington Metropolitan Area Transit Authority (WMATA) Occupational Health and Wellness (OHAW) Department is seeking an experienced individual who will be responsible for assisting with key strategic projects that seek to secure financial and process improvements across (OHAW) Programs. The incumbent is responsible for operational, financial, administrative and technical support services work in conjunction with maintaining continuity of business operations across the Office of Occupational Health and Wellness (OHAW) programs. The role involves assisting with conducting research and gathering data from various sources in response to inquiries from the Business Operations Supervisor and/or other OHAW leaders. This role is critical to OHAW daily operations and requires a dependable and highly organized individual who communicates effectively, is an adept problem-solver, and skilled multitasker.

MINIMUM QUALIFICATIONS

Education
  • Associate degree, in Business Administration or related field

Experience
  • A minimum of four (4) years' experience to include minimum two (2) years of mid-level administrative, office/department manager experience and one (1) year processing government-type contracts using an automated system, preference PeopleSoft. Experience working in/for a multi-facility/jurisdiction employer, with procurement life cycle principles, contract administration, accounting, project management principles and/or occupational health services.

Certification/Licensure
  • Must receive and maintain COTR certification within 6 months of hire.

Preferred
  • Bachelor's degree in Business Administration or related field

Medical Group:

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Business Operations Support Specialist, is responsible for operational administrative and technical support services work in conjunction with maintaining continuity of business operations across the Office of Occupational Health and Wellness (OHAW) programs. The incumbent assists with conducting research and gathering data from various sources in response to inquiries from the Business Operations Supervisor and/or other OHAW leaders. The employee can act and exercise judgement within established WMATA, HIPAA, and applicable federal and state guidelines. The Business Operations Support Specialist encounters and addresses sensitive and confidential matters on a routine basis.

ESSENTIAL FUNCTIONS
  • Assists Business Operations Supervis with maintaining OHAW's operating and capital budgets, collaborating with OHAW management and Office of Management and Budget (OMBS) to maintain timely fiscal year budgets. Ensures compliance with WMATA's Procurement's lifecycle. Schedules monthly and as needed meetings with stakeholders and distributes monthly variance reports to OHAW leadership team. Creates supporting financial documentation when required.
  • Creates requisitions in CLM, at the direction of OHAW leadership. Assists with procurement specific documentation; (i.e., Statement of Work (SOW); Independent Cost Estimates (ICE); Evaluation Criteria; Requisitions, Milestones. Collaborates with vendors to ensure timely processing of contract-specific invoices and maintain compliance with WMATA's Accounts Payable policies and procedures. Facilitates direct payments to vendors to ensure optimum operational functionality.
  • Assists in the development of departmental business operations policies, procedures and policy instructions, regulations, goals, long-range strategies, and outreach initiatives to ensure OHAW has viable documented strategic business operations plans, to reference assigned projects and/or programs. Takes business meeting notes, distributes pertinent information to OHAW leadership and creates documents related to business operation policies, procedures and instructions as requested.
  • Processes payments and tracks OHAW's purchase card spending. Prepares reports as requested by OHAW leadership. Maintains compliance with WMATA's purchase card policy.
  • Assists Business Operations Supervisor in evaluating and improving departmental business processes by creating documents for OHAW's Continuity of Operations Planning (COOP); monthly financial reports, office supplies/inventory and OHAW Emergency Action Plan updates. Ensures OHAW's compliance with IBOP continuity of business policies. Maintains documents and inventory via electronic software, and place orders of necessary supplies as requested by OHAW leadership.
  • Documents, tracks and maintains accurate records on the status of budgets and procurement requests to ensure an interactive process with management. Establishes weekly reports distributed to management to ensure OHAW procurements are processed in a timely manner.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.