Title: Business Coordinator

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $58,454 - $94,988

Pay Band: 4

Agency: VA Dept of Transportation

Location: Dept of Transportation

Agency Website: www.virginiadot.org/jobs

Recruitment Type: State Employee Only - E

Job Duties

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation and championing change, or simply working with a great group of people who are committed to professionalism. At the Virginia Department of Transportation, we have something for you.

We are seeking a Business Coordinator with demonstrated attention to detail, strong analytical skills, and strong knowledge of Microsoft Office Suite, specifically Excel. This position will coordinate functions for budget development and monitoring, financial and account management, records management, and procurement. The successful candidate will also assist VDOT’s business units with a wide variety of tasks including, but not limited to, reviewing a high volume of invoices, expense reimbursement, preparing voucher packets in accordance with state guidelines, and keeping a detailed expense tracking spreadsheet for each Contract. The incumbent will serve as a holder of the Small Purchase Charge Card Program (SPCC). This will include ensuring the successful operation of SPCC program through card management, compliance with policies and procedures (including audits), card inventory, training, spend analysis, administration of systems, and program reporting. This position will be part of a team of professionals that work well together and back each other up when a team member is absent. The ideal candidate will be self-motivated, able to work in a fast-paced environment, a team player with an ability to work independently, and have a desire to learn new things.

This position’s specific responsibilities and duties will include, but are not limited to:

Records Management
Organize and maintain records for assigned program areas per established retention schedules and policies.

Accounting
Ensure payments for goods and services are processed in compliance with policies and procedures. Maintain accounting records and files. Analyze financial transactions, verify payment documents, and perform data reconciliations.

Business and Administrative Support
Provide administrative support services to assigned program area.

Contract Administration
Process, verify, and track assigned contracts. Analyze contract documents. Ensure change orders are processed appropriately. Serve as first point of contact with vendors to resolve routine contract administration problems.

Budgeting
Assist in developing the assigned budget. Supply projected costs, monitor expenditures, and prepare financial status reports.

Business
Management Recommend resolution to administrative or business problems resulting in an effective program. Lead, manage, and direct new processes to streamline workflow.

Special Assignments
Assume responsibility for special projects and assignments.

Program Analysis and Reporting
Research and compile data and prepare reports or presentations for a variety of programs or projects.

Procurement
Prepare requisitions and purchase orders for goods and services in compliance with established policies and procedures. Procure items from state contracts and resolve billing discrepancies. Review procurement records to ensure financial activities comply with state and VDOT requirements.

VDOT employees serve the citizens of the Commonwealth and traveling public daily through our mission to plan, deliver, operate, and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves the quality of life. VDOT is the third largest state-maintained highway system in the country, maintaining over 58,000 miles of roads, bridges, and tunnels, and employing over 7700 people through a diverse workforce. Our culture includes teamwork, transparency, nimble learning, creativity, and collaboration that values differences.

In addition to a rewarding work experience, VDOT offers excellent health and life insurance benefits, pre-tax spending accounts, state-funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching

We have Shared Values and a Code of Ethics. Your success in our organization depends upon modelling these values, therefore visit http://www.virginiadot.org/about/missionandvalues.asp to review them and, if in agreement, we welcome you to apply.

Minimum Qualifications

• Experience with Word, Excel, Access
  
• Knowledge of GAAP, accounting policies, practices, procedures.
  
• Experience using financial management and budgeting computer programs.
  
• Knowledge of budget development and monitoring.
  

Additional Considerations

• Experience using the Cardinal system.
  
• Exceptional customer service skills or ability to effectively and professionally communicate to both internal and external customers.
  
• Experience using a Small Purchase Credit Card to procure goods and services.
  
• Administrative experience coordinating a variety of business functions for a designated program area.
  
• Experience with state budgeting practices and procedures.
  
• A combination of training, experience or education in Business, Accounting or related field desired.
  
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.

VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

Additional positions may be filled from this recruitment within 90 days.

VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request and coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided an emergency operations assignment.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

Contact Information

Name: Logan Sanchez

Phone: (804) 807-3482

Email: logan.sanchez@vdot.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.