Title: Residency Business Administrator
State Role Title: Gen Admin Supv I Coord I
Hiring Range: $52,522 - $85,348
Pay Band: 4
Agency: VA Dept of Transportation
Location: Halifax Residency
Agency Website: www.vdot.virginia.gov
Recruitment Type: General Public - G
The Lynchburg District is seeking a Residency Business Administrator (RBA) to manage and administer daily aspects of financial, procurement, inventory, and budget programs for the Halifax Residency Business Office. As an RBA, you will provide direction, consultation, training, assistance, and guidance to area headquarters and other residency staff on related business functions ensuring use of best business practices in residency operations. You will also provide business support for the Residency Office and Area Headquarters during emergencies and weather events.
Job Duties
The Residency Business Administrator (RBA) core responsibilities for this position include but are not limited to:
Essential Emergency Operations
VDOT is an emergency operation agency. As such, this job is essential to emergency response operations and expected to work in these situations. Report to work when called. Maintain communications with supervisor. Keep abreast of weather forecasts for duty readiness in reporting. Be prepared to operate appropriate equipment in all kinds of weather.
RBA Inventory (Data Entry)
Manages IMS data entry and related actions. Monitors staff in the performance of transactions for IMS, meeting established deadlines in accordance with IMS policies and procedures. Checks daily log sheet and VDOT forms against daily activity sheets to confirm accuracy and completeness of transactions. Ensures all documentation is complete and correct. Files and maintains related documentation according to type and instructions. Ensures segregation of duties and responds to local audit findings and ensures proper resolutions to irregularities.
SWAM
Support the intent of current Executive Orders and the goals of the Agency SWAM Procurement Plan when making vendor sourcing decisions for all procurements. Work assignments and vendor sourcing decisions are performed in accordance with appropriate Executive Orders and all applicable procurement laws, policies, regulations, and procedures. Agency SWAM Procurement Plan is followed. Successfully complete the required SWAM Training.
Budget and Other
Manage residency administrative and physical plant budgets. Assist district fiscal services staff as needed.
Financial, Business Practices and Policy Administration
Oversee daily residency accounts payable and accounts receivable transactions ensuring compliance with established guidelines. Monitor financial system identifying errors and making needed corrections. Oversee time entry and leave processes for residency to include overtime pay and compliance. Monitor operational projects for accounts receivables and ensure timely billing. Ensure cash receipts are appropriately documented and submitted to District Fiscal Office. Compile and enter travel reimbursement information for AHQ personnel as necessary.
Procurement
Oversee procurement operations residency-wide ensuring compliance with procurement guidelines and policies. Work with residency staff through the procurement process ensuring standardization of procurement across the residency to include the use of mandated sources. Monitor use of SPCC to ensure best use and compliance. Prepare requisitions and purchase orders for material requirements for residency and area headquarters staff.
Minimum Qualifications
- Demonstrated ability to communicate effectively orally and in writing.
- Valid driver's license.
- Knowledge of accounting, auditing procedures, inventory management and budget administration.
- Experience supervising and directing the work of others.
- Skill in the use of computers and software applications to included automated financial systems.
Additional Considerations
- A combination of training, experience, or education in Accounting, Business Administration, or related field desired.
- Progressively responsible administrative experience to include developing, administering, and managing budgets, spreadsheets, and financial management systems.
- Experience related to procurement practices, policies, and procedures to include SWAM.
- Experience with state budgeting practices and procedures.
- Experience with MS Office, inventory management system, Cardinal, and spreadsheet development/manipulation. VCA/VCO certification is 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.
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. (only for eligible positions)
This position is designated as essential and, as such, all duties associated with the job are required during emergency situations which may include but are not limited to inclement weather, disaster response, and emergency operations. Performance of these duties may require work outside of normal business hours including nights, weekends and holidays. VDOT will determine when essential positions are required to report.
Postings without a specified close date, can be closed after a five (5) consecutive workday minimum posting requirement has been met. State applications will only be accepted as submitted online by 11:55 pm on the closing date through the PageUp System. State applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and/or resume. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information. Submitting an incomplete state application, or a state application lacking in detail, may impact your interview eligibility.
This recruitment can be used to fill additional vacancies within 90 days of the posting close date.
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.
We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.vdot.virginia.gov/about review them and; if in agreement, we welcome you to apply.
Valid driver’s license. References, work history, and professional certifications will be verified. Requires satisfactory results from a fingerprint-based criminal history record check and DMV driving record check. Position may be required to work during emergencies and inclement weather on nights, weekends, and holidays when needed.
The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit “Information for VDOT Employees and Applicants”: http://www.virginiadot.org/jobs/information_for_employees.asp
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.
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.
Contact Information
Name: Shanon Gardner
Phone: 434-907-7704
Email: shanon.gardner@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.