Job Description

Posting number: 8806RR

Department: Public Works

Division: Utility Operations

Job classification: Program Specialist I

Posting type: Open & Promotional

Categories: Public Works

Summary

Position Description

This announcement will be used to fill a full-time, permanent Program Specialist I position in the Bureau of Utility Operations in the Department of Public Works with Anne Arundel County Government. This position provides administrative and operational support to the utility allocations program for the Bureau, as well as assists with program management for other areas. The main tasks include conducting permit research, evaluating utility allocation records, and evaluating complex documentation to ensure strict compliance with County Code and departmental procedures. Other responsibilities include billing account maintenance, reconciliation, evaluation, and recordkeeping for the utility allocation program..

NATURE AND VARIETY OF WORK

This position requires a high degree of precision, consistency, and organizational rigor due to the direct impact utility allocation records and financial billing have on County operations and regulatory compliance. Employees in this role routinely navigate complex legal guidelines, analyze detailed documentation, and reconcile high-volume financial accounts under strict deadlines. Maintaining standardized, repeatable procedures is essential to ensure every record accurately reflects County Code and departmental standards, leaving no room for oversight or error. A detail-oriented and thorough approach protects the integrity of the utility program, prevents billing discrepancies, and maintains clear, audit-ready documentation that leadership and the public can rely on.

Examples of duties

(Note: The duties and responsibilities enumerated in the class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)

Example Duties & Responsibilities

• Permit & Allocation Management: Research, evaluate, and update permit allocations within the County's permitting system, including creating and revising allocation fees and Equivalent Dwelling Unit (EDU) counts.
• Recordkeeping & Documentation: Establish, monitor, and maintain comprehensive electronic and paper-based records regarding water and sewer utility allocations.
• Financial Calculations & Billing Compliance: Review and calculate utility assessments, Capital Facility Capacity Charges (CFCCs), and billing data. Track billing accuracy and coordinate directly with the Office of Inspections and Permits and the Office of Finance to resolve errors.
• Project Review & Plan Analysis: Review construction plans, permit details, billing data, and tax records for tenant improvements and developer projects to determine accurate EDU requirements.
• Program Monitoring & Reporting: Conduct monthly reviews of permitting, connection, and billing activity; generate and analyze allocation reports to monitor trends, verify data integrity, and process developer invoices.
• Specialized Financial Coordination: Oversee allocation reservation forms, coordinate fee schedules with the Office of Finance, prepare year-end adjustment schedules, and manage tax sale records and fee calculations.
• Public & Interagency Liaison: Serve as a County point of contact for citizens, developers, and internal agencies regarding permitting, allocation, and billing inquiries.
• Administrative & Supervisory Support: Assist the Allocations Supervisor with daily operational management, provide acting coverage in the supervisor’s absence, and perform related duties as assigned.

Other Duties:

• Researches, assesses and updates for permit allocation within the county's permitting system.
• Creates, revises allocation fees and equivalent dwelling unit counts within the permitting system.
• Creates, monitors, and maintains electronic and paper-based records regarding utility allocations for water and sewer service.
• Reviews and calculates utility assessments and charges. Ensures the billing information is accurate and tracked. Notifies the Office of Inspections and Permits and/or Office of Finance when errors are discovered.
• Conducts monthly reviews of permitting, connection, and billing activity for all allocation projects.
• Oversees the preparation and approves the allocation reservation request forms used to establish billing of fees; and coordinates the establishment of fees with the Office of Finance.
• Evaluates and prepares records required for annual tax sale. Calculates fees that are due, and coordinates information with the Office of Finance.
• Serves as the county liaison for citizens, developers, and internal agencies regarding permitting and allocation inquiries. Reviews construction plans, permit details, billing data, and tax records for tenant improvements and developer projects to accurately calculate Equivalent Dwelling Units (EDUs) for Capital Facility Capacity Charges (CCFCs). Creates, generates, evaluates and provides various allocation and assessment reports to track program activity; process data used to generate invoices for payment by developers; verify data or identify inaccuracies in data; and monitor changing trends and patterns.
• Utilizes various applications, software programs and reports to retrieve information used to make allocation decisions. Prepares year end adjustment schedules.
• Assists Allocations Supervisor with daily managerial responsibilities as needed, and provides supervisory coverage in supervisor’s absence. Performs related duties as required.

Key Knowledge, Skills & Abilities (KSAs)

• Technical Systems Proficiency: Ability to effectively navigate, query, and manage data within specialized permitting systems, databases, and reporting software.
• Analytical & Computational Skills: Strong ability to analyze complex construction plans, calculate financial assessments, and reconcile billing records accurately.
• Attention to Detail & Accuracy: Skill in reviewing large volumes of regulatory and financial records to identify data discrepancies and ensure compliance with County standards.
• Interpersonal & Communication Skills: Ability to communicate clearly, tactfully, and professionally with external developers, citizens, and interdepartmental personnel.
• Organizational & Time Management: Ability to manage multiple administrative processes concurrently, meet strict monthly/annual financial deadlines, and maintain structured records.
• Leadership & Initiative: Demonstrated ability to step into supervisory coverage, manage daily workflows independently, and handle complex inquiries.

Knowledge of assigned department program areas, alongside a general understanding of applicable County, State, and Federal regulations and procedures. Ability to conduct targeted research, including analyzing water usage data, property details and water and sewer history, permit documents, and basic construction plans. Ability to organize, compile, and analyze research data and effectively communicate findings both orally and in writing to assist with fee assessments and necessary record corrections. Proven ability to interact tactfully, effectively, and equitably with diverse individuals, with the flexibility to participate in meetings both in person and virtually.

Qualifications

Graduation from an accredited four-year college or university; and one (1) or more years of professional-level experience in either office or program management, which must include responsibility for conducting research and data analysis to evaluate operations and inform policy, maintaining accurate and compliant record-keeping systems, and managing financial operations such as fee assessments, billing, and revenue tracking.

NOTE: Graduation from an accredited four-year college or university may be substituted with a two-year college degree or sixty (60) college credits and two (2) additional years of professional-level experience in either office or program management, which must include responsibility for conducting research and data analysis to evaluate operations and inform policy, maintaining accurate and compliant record-keeping systems, and managing financial operations such as fee assessments, billing, and revenue tracking for a total of three (3) or more years of professional-level experience in either office or program management, which must include responsibility for conducting research and data analysis to evaluate operations and inform policy, maintaining accurate and compliant record-keeping systems, and managing financial operations such as fee assessments, billing, and revenue tracking.

Supplemental information

Preference will be given to applicants who possess the following:

1. Bachelor's degree with major coursework in public or business administration, finance, or related field
2. One (1) or more years' professional-level office or program management experience record-keeping systems and billing management
3. Experience in conducting research on water/sewer data, properties, and permits, with proven skill in reading and interpreting basic construction plans.
4. Prior work experience in Public Works, Utilities, Sanitation, or similar government entities.