Business Coordinator

Please apply online at: Business Coordinator - Richmond, Virginia, United States

Title: Business Coordinator

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $61,924 - $100,627

Pay Band: 4

Agency: VA Dept of Transportation

Location: Dept of Transportation

Agency Website: https://www.virginiadot.org/jobs/default.asp

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.

Our Structure and Bridge Division is seeking a Business Coordinator to join our team. We are looking for team members to bring creativity, knowledge, leadership and passion as we work to innovate and reinvent the future of transportation.

The selected candidate will be responsible for
• Working closely with Professional Services Procurement Office (PSPO) in relation to procurement and ensuring compliance with state and VDOT requirements per the Procurement Manual for the agency.
• Organizing and maintaining records for assigned program area per established retention schedules and policies.
• Ensuring payments for goods and services are processed in compliance with policies and procedures. Maintaining accounting records and files. Analyzing financial transactions, verifying payment documents and perform data reconciliations.
• Providing administrative support services to assigned program area.
• Processing, 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.
• Working with vendors and the districts to ensure contracts are processed and paid in a timely manner. Uses Cardinal as a financial tool in the tracking and budgeting of contracts.
• Researching and compiling data and prepare reports or presentations for a variety of programs or projects.
• Preparing requisitions and purchase orders for goods and services in compliance with established policies and procedures. Procuring items from state contract and resolving billing discrepancies. Reviewing procurement records to ensure financial activities comply with state and agency requirements.
• Processing and tracking division’s contracts while entering invoices into Financial Document Management System (FDMS) and Professional Services Contracts Reporting Systems (PSCRS).
• Assisting in developing assigned budget. Supply projected costs, monitor expenditures, and prepare financial status reports.
• Recommending resolution to administrative or business problems resulting in an effective program. Lead, manage and direct new processes to streamline workflow.
• Assuming responsibility for special projects and assignments to include maintaining the division’s organizational charts in Visio.
• Serving as the liaison between Structure and Bridge and the Civil Rights Division in relation to the Title VI program.

 

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.
• Administrative experience coordinating a variety of business functions for a designated program area.
• Experience with state budgeting practices and procedures.
• Current of previous Contract Administration experience.
• Ability to read and interpret contract terms and conditions, special provisions, scope of work as well as an understanding of VDOT project.
• A combination of training, experience, or education in Business, Accounting, or related field desired.