Business Coordinator

Title: Business Coordinator

State Role Title: Gen Admin Supv I Coord I

Hiring Range: $54,362 - $88,339

Pay Band: 4

Agency: VA Dept of Transportation

Location: Salem District Office

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.

The Virginia Department of Transportation (VDOT) is responsible for building, maintaining and operating the state’s roads, bridges, tunnels and ferries. Through the Commonwealth Transportation Board, it also provides funding for airports, rail, and public transportation.
Virginia has the third largest state-maintained highway system in the country covering 58,321 miles of interstate, primary, secondary and frontage roads. VDOT has about 7,500 employees, making it one of the largest state agencies in Virginia delivering a program that exceeds $5 Billion.

The Salem District maintains more than 9,200 miles of roads in southwestern Virginia in the counties of: Bedford, Botetourt, Carroll, Craig, Floyd, Franklin, Giles. Henry, Montgomery, Patrick, Pulaski, and Roanoke. The district serves more than 650,000 citizens in these counties and the 14 cities and towns in its boundaries.

The Salem District Business Coordinator will coordinate a variety of business functions for assigned program area. Provide guidance to administrative or business staff. Ensure activities are prioritized based on organizational need. Tracks projects and develops reports for program area. Organize and maintain records for assigned program area per
established retention schedules and policies. 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. Provide administrative support services to assigned program area. 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. Research and compile data and prepare reports or presentations for a variety of programs or projects. 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. Assist in developing assigned budget. Supply projected costs, monitor expenditures and prepare financial status reports. Recommend resolution to administrative or business problems resulting in an effective program. Lead, manage and direct new processes to streamline workflow.

• 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.

VDOT is an emergency response agency and this position is key to fulfilling this agency requirement, and this position will be called upon to work outside of normal work hours during emergency operations such as inclement weather, flooding, and/or traffic incidents.

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.

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 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 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.

If selected as a finalist, you will undergo:
• Employment reference check and work history verification
• DMV Records Check
• Fingerprint-based criminal history records check

Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available.

This position is designated as essential and, as such, all duties associated with this 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.

Valid Driver’s License and ability to travel independently among assigned work locations is required.

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 decision to interview an applicant is based on the information about qualifications and work history provided by the applicant in the application and/or optional resume’. State applications will only be accepted through online submission through the Commonwealth of Virginia’s Job Board/PageUp. PageUp provides a confirmation of receipt when your application is submitted successfully. Please refer to “Your Application” in your PageUp account to check the status of your application for this position.

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.

Multiple positions may be filled from this recruitment.

Contact Information

Name: Sarah Merrill

Phone: (540) 589-6661

Email: sarah.merrill@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.