Business Coordinator - Interstate Maintenance Operations

Title: Business Coordinator - Interstate Maintenance Operations

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $52,522 - $85,348

Pay Band: 4

Agency: VA Dept of Transportation

Location: Bristol District Office

Agency Website: https://www.jobs.virginia.gov/home

Recruitment Type: General Public - G

Job Duties

What drives you? At VDOT we are driven by financial stewardship, collaboration, and innovation! We are looking for professionals with business management experience to drive the business operations of the Virginia Department of Transportation.

The Bristol District is seeking a Business Coordinator for our Interstate Maintenance Operations Program to manage and administer daily aspects of financial, procurement, inventory, and budget programs. In this role, you will coordinate a variety of business functions for assigned program areas. Provide guidance to administrative or business staff and ensure activities are prioritized based on organizational need. You will track projects and develop reports for the interstate program areas.

Core responsibilities for this position include, but are not limited to:

Records Management: Organize and maintain records for assigned program area 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.

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 contract and resolve billing discrepancies. Review procurement records to ensure financial activities comply with state and VDOT requirements.

Budgeting: Assist in developing 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.

VDOT is an emergency response agency, and this position is the core of this requirement, therefore you will work outside of normal work hours during emergency operations.

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 is an Equal Opportunity Employer. For more information, please visit “Information for VDOT Employees and Applicants” at: http://www.virginiadot.org/jobs/.

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.

In addition to a rewarding work experience, VDOT offers core benefits including competitive health and life insurance programs, pre-tax spending accounts and leave programs. Employees participate in a state retirement plan with options for tax-deferred retirements saving including employer matching. The Commonwealth of Virginia also funds a short- and long-term disability program. Miscellaneous benefits include paid holidays, training and tuition assistance programs, wellness programs and more.

Minimum Qualifications

• Comprehensive knowledge of office policies, procedures and practices.

• Ability to solve problems and make decisions.

• Ability to interpret laws, regulations, policies, and procedures.

• Skill in collecting and analyzing data and preparing reports or presentations.

• Knowledge of records management and retention procedures and schedules.

• Skill in the use of computers and software applications.

• Ability to prepare and analyze financial information and prepare accurate status reports.

• Proficiency in financial computer programs, MS Word, Excel.

• Knowledge of budgeting principles and practices.

• Ability to establish and maintain effective working relationships with all levels of agency management and with vendors.

• Ability to communicate effectively orally and in writing with internal and external customers.

• Knowledge of business principles and procedures.

• Knowledge of accounting practices and procedures to include GAAP.

• Knowledge of procurement practices and procedures.

• Ability to analyze data and reach logical conclusions.

Additional Considerations

• Experience using Cardinal system.

• A combination of training, experience or education in Business, Accounting or related field desired.

• Senior level management experience in an engineering organization, transportation organization or public sector environment. Experience leading and influencing organizational change.

• Administrative experience coordinating a variety of business functions for a designated program area.

• Experience with state budgeting practices and procedures.

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.

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

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.

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 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.virginiadot.org/about/missionandvalues.asp to review them and; if in agreement, we welcome you to apply.

Fingerprint-based background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available. 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.

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

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

Contact Information

Name: Jessica Meyer

Phone: 276-213-1791

Email: Jessica.Meyer@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.