Title: Financial Operations Specialist #00074

State Role Title: Financial Services Spec I

Hiring Range: $72,800 - $87,250

Pay Band: 4

Agency: The Library of Virginia

Location: Library of Virginia Building

Agency Website: https://www.lva.virginia.gov

Recruitment Type: General Public - G

Job Duties

Position Overview
The Library of Virginia is seeking a customer-focused, detail-oriented, and highly organized Financial Operations Specialist to join its Finance team. This position plays a vital role in supporting the agency's financial operations through the timely and accurate processing of accounts payable and revenue receipts while providing exceptional customer service to agency staff, vendors, and external partners.

The successful candidate is someone who takes ownership of their work, demonstrates initiative, embraces continuous improvement, and enjoys working in a collaborative environment. This position requires someone who can effectively manage competing priorities, identify issues before they become problems, and consistently produce accurate work while meeting deadlines.

Key Responsibilities

Accounts Payable Operations
• Process vendor invoices accurately and timely within the Cardinal financial system.
• Review invoices for completeness, proper approvals, and compliance with Commonwealth policies and agency procedures.
• Maintain the agency's Accounts Payable Invoice Tracking Log and Voucher Log.
• Monitor and manage the Accounts Payable inbox, ensuring prompt responses and timely processing of requests.
• Coordinate with agency staff to obtain missing documentation and approvals.
• Communicate professionally with vendors regarding payment status, invoice questions, and account inquiries.
• Research and resolve invoice discrepancies and payment issues.
• Monitor invoice aging to support compliance with the Virginia Prompt Payment Act.
• Assist with year-end accounts payable processing.

Revenue Receipts and Cash Management
• Process revenue receipts and deposits in Cardinal.
• Maintain the agency Deposit Log.
• Verify deposit documentation for completeness and accuracy.
• Research and resolve deposit discrepancies.
• Coordinate with program staff regarding revenue documentation.
• Assist with monthly reconciliation activities.

Customer Service and Financial Support
• Serve as a primary Finance Office resource for agency staff.
• Provide guidance regarding payment procedures, purchasing documentation, and financial forms.
• Respond to inquiries in a professional, courteous, and timely manner.
• Develop positive working relationships with agency staff, vendors, and external partners.
• Assist in documenting and improving financial procedures.

Internal Controls, Training & Process Improvement
• Participate in the agency’s Annual Risk Management and Internal Control Standards (ARMICS) program.
• Assist in monitoring compliance with established financial policies, procedures, and internal controls.
• Assist with the development, maintenance, and documentation of Finance desktop procedures and reference materials.
• Participate in the development and delivery of financial training for agency staff, including presentations on accounts payable procedures, revenue receipt processing, and other finance topics.
• Participate in agency initiatives that modernize financial operations.
• Recommend efficiencies that improve accuracy and customer service.
• Maintain organized electronic financial records.

Minimum Qualifications

• Experience performing accounts payable, accounting, bookkeeping, or financial operations.
• Experience using automated financial management systems.
• Strong attention to detail with demonstrated accuracy.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple assignments while meeting deadlines.
• Excellent written and verbal communication skills.
• Strong customer service skills.
• Proficiency using Microsoft Excel, Outlook, Word, and Teams.
• Ability to research issues and independently resolve routine problems.
• Ability to work collaboratively while taking ownership of assigned responsibilities.

Additional Considerations

• Experience using Cardinal Financials (PeopleSoft).
• Experience with Commonwealth of Virginia financial policies and procedures.
• Experience processing accounts payable in a governmental environment.
• Experience processing revenue receipts and deposits.
• Experience maintaining financial logs and tracking systems.
• Certification in Accounting, Finance, or Business Administration.

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.

State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number of the fax cover sheet. AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY.

All applicants are subject to a background investigation. The investigation may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks requested by the hiring authority.

Equal Opportunity Employer

Contact Information

Name: Debbie Howe

Phone: (804) 292-6497

Email: Deborah.Howe@dhrm.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.