Title: Fuel Coordinator

State Role Title: Program Admin Specialist I

Hiring Range: $41,980 - $68,218

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

The Virginia Department of Transportation (VDOT) Bristol District is seeking a Fuel Coordinator to oversee, evaluate, and document contractor performance and progress to ensure goods and services meet contract requirements. In this role you will review, inspect and verify completed work based on contract specifications and support consistency with contract actions.

Core Responsibilities Include:

-Utilize the Automated Fuel Management Program (AFMP) system to monitor fuel levels, fuel dispensing components, and review reports for site alarms and alerts to manage the integrity of the site. Review and verify fuel receipts, logs, and terminal alarm documentation as required for audit purposes. Research and resolve discrepancies for sites with fuel levels out of tolerance and perform year-end reconciliations as directed by the State Fuel Program Manager.

-Perform procurement actions; requisitions and purchase orders to ensure timely deliveries of goods and services. Process and verify payments documents, review financial transactions, and perform data reconciliations. Organize and maintain electronic and paper records pertaining to business operations and contracts.

-Maintain, issue and monitor fuel site cards, audit card transactions, research discrepancies or misuse, review site card reports and logs to confirm usage is solely for conducting official State, local or federal business.

-Conduct annual fuel site inspections to ensure documentation, files and fuel system components meet VDOT's Fuel Program requirements, DEQ and State Environmental regulations.

-Provide guidance and training to Fuel Site Managers. Serve as initial contact and liaison between District staff, Equipment, and Fiscal Division.

-Monitor and analyze inventory data to ensure required materials are available to support core functions and events.

Minimum Qualifications

-Ability to communicate effectively orally, in writing to include the ability to develop and deliver training.
-Ability to provide extraordinary customer service.
-Ability to lift and or to carry up to 50lbs.
-Ability to multi-task, set priorities, and work independently.
-Experience reflecting knowledge of procurement procedures and regulations.
-Experience reflecting knowledge of GAAP, governmental accounting, internal controls, inventory, and compliance.
-Skill in use of computers, software applications to include automated inventory software and Microsoft Office programs.
-Bookkeeping experience related to accounts payable, account reconciliations, audit compliance and report preparation.
-Contract monitor experience to include contract performance, performance of related contract administration duties, analysis of data and resolution of discrepancies.

Additional Considerations

-Experience in contract monitoring, administration, and compliance.
-Experience providing administrative support to a program or program area.
-Certified Virginia Contract Associate (VCA) and Virginia Contract Officer (VCO) desired.
-A combination of training, experience, or education in Accounting, Business, or related field desired.
-Ability to obtain VCA or VCO certifications within required timeframes.

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 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 p.m. on the closing date through the Commonwealth of Virginia’s Job Board. The decision to interview an applicant is based on the information provided in the application and optional resume; therefore, those who fully represent their qualifications and work history will be more successful with obtaining an interview. Submitting an incomplete application and/or resume lacking job history and relevant experience detail may impact interview eligibility. State applications submitted via email, postal mail, fax, or in person will not be considered. You will be provided 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.

Multiple positions may be filled from this recruitment within 90 days of the closing date.

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: Jessica Meyer

Phone: 276-696-3292

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.