Title: Residency Business Administrator- Fairfax Maintenance

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $64,946-$105,537

Pay Band: NV 4

Agency: VA Dept of Transportation

Location: NOVA District Office

Agency Website: www.vdot.virginia.gov

Recruitment Type: General Public - G

Job Duties

VDOT’s NOVA District’s Fairfax Residency is seeking a Residency Business Administrator to serve as a Business Manager for Residency business functions. You will manage and administer daily aspects of financial, procurement, inventory, and budget programs. In addition, you will provide direction, consultation, training, assistance and guidance for area headquarters and other residency staff in residency business functions to ensure the use of best business practices in agency operations.

Responsibilities will include but may not be limited to:

RBA Inventory (Data Entry)- Manages IMS data entry and related actions. Monitors staff in the performance of transactions for 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. Ensures all documentation is complete and correct. Files and maintains related documentation according to type and instructions. Ensures segregation of duties and responds to local audit findings and ensures proper resolutions to irregularities.

SWAM- Support the intent of current Executive Orders and the goals of the Agency SWAM 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. Successfully complete the required SWAM Training.

Budget and Other- Manage and assist in the development of the residency administrative, maintenance, financial, and account budgets. Support Fairfax Residency Maintenance staff as needed with work and spend plan development. Assist district fiscal staff as needed and facilitate proper record management / retention.

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 organize and manage Business Support operations for Fairfax Residency; including maintaining the Residency Snow Book, training and scheduling of all 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. Report to work when called to support emergency operations. Maintain communication regarding work schedules with both your regular and emergency response supervisor. Notify emergency supervisor or pre-approved leave that would impact rotational schedule and your reporting for duty if activated. Keep abreast of weather forecast duty readiness in reporting. Makes personal contact with emergency response supervisor to determine if and when services are needed for approaching an event.

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 AHQ personnel as necessary.

Procurement- Oversee procurement operations residency-wide ensuring compliance with procurement guidelines and policies. Work with residency staff through the procurement process ensuring standardization of procurement across the residency to include the use of mandated sources. Monitor use of SPCC to ensure best use and compliance. Prepare requisitions and purchase orders for material requirements for residency and area headquarters staff.

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 the Residency’s purview.

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

Minimum Qualifications

• Demonstrated ability to communicate effectively orally and in writing.
• Valid driver's license.
• Knowledge of accounting, auditing procedures, inventory management and budget administration.
• Experience supervising and directing the work of others.
• Skill in the use of computers and software applications to included automated financial systems.

Additional Considerations

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

• Experience using the Cardinal system.

• Management experience in an engineering organization, transportation organization or public sector environment. Experience leading and influencing innovation.

• 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.

Valid Driver’s License. Fingerprint based background check, references, work history, and DMV records check will be conducted.
All employees are required to work in emergency situations, to include weekends, holidays, and after normal business hours; assignments may vary based on business needs.

Contact Information

Name: Danielle Rayner

Phone: 703-232-3663

Email: danielle.rayner@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.