Title: Business Coordinator Supervisor

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $67,222-$109,236

Pay Band: NV 4

Agency: VA Dept of Transportation

Location: NOVA District Equipment

Agency Website: www.vdot.virginia.gov

Recruitment Type: State Employee Only - E

Job Duties

VDOT’s Northern Virginia District is seeking a motivated individual for the position of Business Coordinator Supervisor, overseeing a variety of business functions while managing the NRO/Specialty Business Support team!
The incumbent will serve as the District Operations/Interstate/Structure & Bridge/NOVA Business Admin, providing superior customer service and managing varied responsibilities in the areas of accounting, inventory, procurement and time entry, to include budget development and monitoring, financial and account management, records management, administrative activities, project tracking, and reporting.

Responsibilities will include but may not be limited to:

Inventory-Monitor inventory data input and related actions for District Operations/Interstate/Structure & Bridge/Equipment and ensure all documentation is complete and correct; respond to local audit findings and ensures proper resolution of irregularities. Monitors staff in the performance of transactions for the Inventory Management System (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.

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.

Supervisory- In the context of the respective level of authority, responsible for: program direction, planning, monitoring and evaluation; fiscal stewardship, and human resource management of staff. Communicates organizational mission, values, and goals. Keeps employees and other managers informed. Develops and establishes review and control systems to assist in achieving goals and results. Trains and mentors Business Support and Administrative staff within respective purview.

Business and Administrative Support- Provide administrative support services to assigned program areas.

Budgeting- Assist in developing/supporting assigned budgets. Supply projected costs, monitor expenditures and prepare financial status reports for areas of purview.

Procurement- Serve as the purchasing agent for District Operations/Interstate/Structure & Bridge/Equipment/NOVA Business and ensure procurement policy compliance and procedural standardization across all groups; monitor credit card purchases; prepare requisitions and purchase orders for goods and services. Procure items from state contract and resolve billing discrepancies. Review procurement records to ensure financial activities comply with state and VDOT requirements.

SWAM - Support the intent of current Executive Orders and the goals of the Agency SWAM (Small, Women, and Minority) 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.

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 personnel as necessary

Designated Emergency Operations- As defined by VDOT Department Memorandum (DM) Number: 17-1 Emergency Operations and Traffic Management, VDOT is an emergency operation agency. This position will assist with Business Support operations for Interstate and Arlington Primaries, as well as with NOVA District’s Regional Salt Dome; including maintaining the records, assisting with training and scheduling of Office Support throughout Emergency Operations, and ensuring accurate and timely data entry and approval deadlines are met and in compliance with all IIM and contract parameters. This position will report to work when called to support Emergency Operations, maintain communication regarding work schedules with regular and emergency response supervisors, keep abreast of weather forecast duty readiness in reporting, make personal contact with emergency response supervisor to determine if, and when, services are needed for approaching an event.

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.
• Knowledge of supervisory principles, practices to include performance management and discipline.
• Demonstrated ability to communicate effectively orally and in writing.

Additional Considerations

• Experience using the Cardinal system.
• Experience working with state contract administration, payroll, accounts payable and procurement.
• Administrative experience supervising and coordinating a variety of business functions for a designated program area.
• A combination of training, experience, or education in Accounting, Business Administration, Public Administration, or related field desired.
• Experience with state budgeting practices and procedures.
• Experience utilizing/approving an agency Small Purchasing Charge Card
• Virginia Contracting Associate (VCA) certification

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 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.

RMS/PageUp provides a confirmation of receipt when your application is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

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. VDOT is an Equal Opportunity Employer. For more information, please visit “Information for VDOT Employees and Applicants” at: http://www.vdot.virginia.gov/policies/employees/.

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. Click on Mission statement, shared values, and code of ethics to review them and if in agreement, we welcome you to apply.

All candidates selected for an interview may be required to perform a skills demonstration as part of the interview process.

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.vdot.virginia.gov/policies/employees.

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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.dars.virginia.gov/drs/pathways/PWContact.aspx, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Danielle Rayner

Phone: [email protected]

Email: [email protected]

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.