Title: Business Coordinator

State Role Title: Gen Admin Supv I Coord I

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

Pay Band: 1

Agency: VA Dept of Transportation

Location: Dept of Transportation

Agency Website: www.virginiadot.org/jobs

Recruitment Type: General Public - G

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.

Our Location and Design Division is seeking a Business Coordinator with demonstrated attention to detail, strong analytical skills, a reputation for excellent customer service, and extensive knowledge of Microsoft Office Suite, specifically Excel, to join our team. The ideal candidate will have a demonstrated ability to communicate effectively, both orally and in writing, as well as be a positive minded, team player with the capability to work independently. The ideal candidate will also employ effective and efficient time management skills, be highly organized, detail-oriented, and self-motivated. This position will be part of a small team of professionals that work well together and support each other’s workload when a team member is absent.

The selected candidate will be responsible for:
• Accounting: Reviewing a high volume of complex Professional Services invoices to ensure compliance with Federal, State, and Contract guidelines, including, but not limited to terms and conditions, labor rates, other direct costs, General Services Administration (GSA) per diems, and backup documentation. Preparing voucher packets in accordance with established policies and keep a detailed Excel expense tracking spreadsheet for each Contract.
• Business and Administrative Support: Providing administrative support services to assigned program area.
• Contract Administration: Keeping track of and updating Notice to Proceed Task Orders and Consultant Staff Rosters using Microsoft Access, or other Database Software. Processing, verifying and tracking assigned contracts. Analyzing contract documents. Serving as a point of contact with vendors to resolve routine contract and invoice administration problems.
• Program Analysis and Reporting: Researching and compiling data and preparing reports or presentations for a variety of programs or projects. The position necessitates strong analytical skills to proactively identify non-compliant issues and communicate potential resolutions with the Consultants.
• Records Management: Organizing and maintaining records for assigned program area per established retention schedules and policies.
• Special Assignments: Assuming responsibility for special projects and assignments.

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 with Adobe or BlueBeam PDF Software to merge multiple files, re-order pages, and make edits, additions and deletions to PDF documents.
• Experience using Cardinal Financial system.
• Knowledge and experience with (GSA) General Services Administration rates, per diem and travel guidelines.
• 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.

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.

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.

Contact Information

Name: Shiron Haskins

Email: shiron.haskins@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.