Title: Fuel Coordinator

State Role Title: Program Admininistration Specialist I

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

Pay Band: 4

Agency: VA Dept of Transportation

Location: Lynchburg District Office

Agency Website: www.vdot.virginia.gov/careers

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) Lynchburg District is seeking a qualified Fuel Coordinator to oversee management of District Automated Fuel Management Program and serve as initial contact and liaison between Equipment, Fiscal and District. Administer the fuel contract and assist with the District's Fuel Site Maintenance Contract ensuring quality and compliance. Direct purchases of contracted fuel deliveries to ensure sufficient inventory at all locations. Monitor fuel equipment components ensuring compliance with Department of Environmental Quality and Environmental Protection Agency (EPA) Regulations. Provide training to District Fuel Site Managers. May act as backup for other inventory programs.

Duties will include monitoring and analyzing inventory data. Provide guidance as it relates to applicable policies and procedures. Ensure required materials are available to support core functions and events. Monitor purchases and inventory to ensure they meet specifications. Ensure the contractor is in compliance with the VOSHA, OSHA, and VDOT safety rules and policies. Ensure quality, quantity and delivery of fuel is in compliance with contract. Manage the purchase of contracted fuel deliveries. 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. Schedule and coordinate fuel deliveries. Ensure sites have adequate supply of fuel. Reconcile monthly commercial fuel quantities and dollar amounts to AFMP system. Perform monthly reconciliation of fuel inventory. Coordinate fuel site repairs with contractor. Ensure fuel terminal inspection and maintenance is completed by contractor. Monitor fuel site maintenance costs ensuring adherence to pricing schedules within established contract. Provide performance feedback to District Inventory Manger. Required to be on call during emergency events in case of fuel site maintenance issues that occur.

Minimum Qualifications

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

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.

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.vdot.virginia.gov/about review them and; if in agreement, we welcome you to apply.

Fingerprint based background check, references, employment history, and DMV records will be verified prior to employment. This position is designated as essential and, as such, all duties associated with the job are required during emergency situations and requires work outside of normal hours including nights, weekends, and holidays. VDOT will determine when essential positions are required to report. 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

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 Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019.

Contact Information

Name: Roxanna Benedikter

Phone: 434-316-2191

Email: rs.benedikter@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.