Capital Asset Supervisor

Please apply online at: Capital Asset Supervisor - Richmond, Virginia, United States

Title: Capital Asset Supervisor

State Role Title: Financial Services Spec II

Hiring Range: $68,312 - $111,007

Pay Band: 5

Agency: VA Dept of Transportation

Location: Central Office, Richmond, Virginia

Agency Website: https://www.virginiadot.org/

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) is excited to offer and announce an opportunity to serve as a Capital Asset Supervisor in our Central Office Fiscal Division. This position is located in Richmond, Virginia.

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.

The selected candidate will administer, supervise, and maintain the day-to-day operations of statewide programs related to capital assets, including real property, construction in progress, equipment, leases, and subscription-based information technology arrangements. The candidate will ensure VDOT’s compliance with the Department of Accounts (DOA state) requirements, including compliance with Generally Accepted Accounting Principles (GAAP) and the Governmental Accounting Standards Board pronouncements.

Position-specific responsibilities and duties will include but are not limited to:

Reporting and Communication: Serve as liaison to district and division offices. Coordinate and prepare responses to inquiries from internal and external entities, such as the Department of Accounts (DOA), the Department of General Services, the Department of Treasury, the Virginia Information Technology Agency (VITA), and the Auditor of Public Accounts (APA).

Major Equipment: Develop and maintain internal policies and procedures for the Statewide Major Equipment Program in accordance with the requirements of DOA policies and procedures. Oversee the Major Equipment Database, ensuring proper access to the system, performing data entry of additions, deletions, and changes to the equipment status, and preparing and distributing detailed analysis reports. Prepare summary submission of total Major Equipment balances, additions, and disposals on a monthly basis. Lead the coordination and completion of the Statewide Major Equipment Physical Inventory. Oversee the completion of the monthly expenditure reviews to capture new capitalizable equipment. Review reconciliations and analyses of Major Equipment financial information ensuring proper recordation of assets.

Fleet and Minor Equipment: Provide oversight and guidance of VDOT’s internal fixed asset system for fleet and minor equipment. Support the bi-annual physical inventory process for such equipment. Review monthly reconciliations and analysis ensuring asset additions and disposals are properly recorded and reported within the correct fiscal year.

Real Property Assets: Develop and maintain internal policies and procedures for VDOT’s Fixed Asset Accounting and Control System (FAACS) database. Collaborate with the Central Office Capital Outlay Division and District Facility Managers to ensure complete, reliable, documented information regarding real property assets. Maintain the VDOT FAACS database by reviewing data entry for additions, deletions and changes to the status of assets. Lead the coordination and completion of the Statewide Real Property Physical Inventory.

Construction In Progress (CIP): Compile work-in-progress information quarterly for multiple divisions to ensure that all increases to CIP projects are correct and that all decreases reflect completion of projects are properly reflected in the submission of FAACS Real Property Acquisition and Disposal Form.

Leases: Implement and maintain program methodologies and internal policies and procedures to ensure VDOT’s compliance with GASB 87 Leases. Communicate with VDOT divisions and districts and review expenditures to ensure VDOT captures all arrangements that meet the requirements of the accounting standard. Ensure all leases are properly recorded in the Commonwealth’s central lease accounting system. Monitor and provide oversight for Districts to enter their leases directly to the central reporting system. Provide technical assistance to field staff and interact with DOA staff to resolve lease issues and questions. Prepare a reconciliation between the Commonwealth’s central lease accounting system and VDOT’s lease expenditures to ensure completeness of lease records within the system. Maintain statewide lease supporting documentation and other files for auditing purposes.

Subscription-based information technology arrangements (SBITAs): Develop and maintain program methodologies and internal policies and procedures to ensure VDOT’s compliance with GASB 96, SBITAs. Communicate with VDOT divisions and districts and review expenditures to ensure VDOT captures all arrangements that meet the requirements of the accounting standard. Gain comfort and confidence in reviewing cloud-based technology contracts to determine the SBITA term, identify fixed and variable costs, recognize components required to determine an implicit borrowing rate or be able to assign VDOT’s determined borrowing rate for the arrangement. Compile SBITA data and record all arrangements properly in the Commonwealth’s central lease accounting system. Provide technical assistance to field staff and interact with DOA staff to resolve SBITA issues and questions. Maintain statewide SBITA supporting documentation and other files for auditing purposes.

Monthly and Quarterly Reporting: Ensure timely entry of capital asset addition, deletions, construction in progress, and related changes in accumulated depreciation to the Commonwealth’s central capital asset reporting system. Ensure timely system reconciliation and journal entries are completed to ensure Cardinal capital asset balances are correct before each month's closing.

Year End Reporting: Lead the year end process for capital asset reporting with all Districts and Central Office Divisions. Compile data from all VDOT Capital Asset systems to prepare entries to the Commonwealth’s central capital asset reporting system. Prepare the capital asset summary schedule. Collaborate with Fiscal’s Financial Reporting Section to complete the DOA Capital Asset Submission.

Staff Development and Training: Provide technical assistance and training to staff.
 

Documentation, Internal Controls and Agency Rick Management and Internal Control System (ARMICS): Respond courteously and timely to all management and audit request for information. Be able to interpret policies, procedures, agreements, and directives issued internally or externally (e.g., DOA and other State agencies). Review and update to ARMICS documentation is made timely and accurately. Ensure proper file documentation and record retention standards are consistently implemented across the team for ease of retrieval.
 

Additional Tasks: Update policies and procedures, internal control narratives, and training materials. Identify undocumented processes and assist the team in preparing the necessary process documentation. Respond to the Auditors of Public Accountants and ensure that audit assertions are met for all relevant transactions or balances. Handle new projects as they come.
 

Administrative duties: Oversee staff including recruitment, development, performance evaluation and training. Respond courteously and timely to all management and audit requests for information. Interpret policies, procedures, agreements, and directives issued internally or externally (e.g., OA and other State agencies). Ensure documentation and record retention standards are consistently implemented across the team for ease of retrieval.
 

Minimum Qualifications

• Skill using computers and web-based applications, including major automated accounting systems.
• Ability to read, interpret, apply, and evaluate compliance with federal, state, and local laws, rules, and regulations.
• Knowledge of generally accepted accounting principles (GAAP) as applied to governmental organizations and practices, including asset accounting.
• Ability to collect, analyze, interpret, and make decisions involving capital asset financial accounting issues.
• Experience reflecting the ability to develop, maintain, and direct processes that ensure accurate and appropriate valuation of capital assets.
• Ability to gather and analyze data to prepare technical reports in accounting, legal, and financial areas.
• Ability to communicate effectively both orally and in writing with customers.
• Experience reflecting knowledge of supervisory principles and practices to include performance management and discipline.
 

Additional Considerations

• Accounting-related certification (CPA, CGFM, CMA, or CFE) preferred.
• A combination of training, experience, or education in Accounting, Finance, Business Administration or related field desired.
• Experience in general accounting applications with concentration in database management.
• Experience working with state and federal policies and procedures. Experience extracting data from financial systems using queries and other techniques.
• Ability to work independently and as a team member within existing guidelines, policies, and procedures.