Business Coordinator

Title: Business Coordinator

State Role Title: General Administration Supervisor Coordinator I

Hiring Range: $56,474 - $91,771

Pay Band: 4

Agency: VA Dept of Transportation

Location: Hospital Building

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

Recruitment Type: State Employee Only - E

Job Duties

VDOT's Environmental Division in Richmond, VA is looking for an experienced Business Coordinator with demonstrated attention to detail, strong analytical skills, and strong knowledge of Microsoft Office Suite, specifically Excel. This position will review a high volume of invoices, prepare voucher packets in accordance with state guidelines, and keep a detailed expense tracking spreadsheet for each Contract to ensure invoices do not exceed the total authorized amounts. Additionally, this position works extensively with our contractors to ensure compliance with invoice submission requirements; therefore, someone with a high level of professionalism and great customer service is essential.

The successful candidate will also assist Environmental's business unit with other tasks such as, contract close out processes, record retention management and general business administration. This position will be part of a team of professionals that work well together and back each other up when a team member is absent. The ideal candidate will be a self-motivated, positive minded, team player with an ability to work independently.

Minimum Qualifications

The successful candidate will need to meet the following minimum qualifications:

• Considerable experience paying a high volume of invoices in a fast past environment.

• Strong Microsoft Office experience, particularly in Excel, with an ability to create spreadsheets with formulas and generate reports.

• High level of attention to detail with the ability to review invoices to ensure terms and conditions, costs, and documentation are in compliance with contract requirements.

• Strong analytical skills to track expenditures against authorized values.

• Experience with applying GSA rates, per diem and travel guidelines.

• Skilled in providing great customer service to internal and external customers is essential.

• Highly organized, a quick thinker and have a demonstrated ability to communicate effectively both orally and in writing.

Additional Considerations

• Experience with Adobe PDF Software to create and merge multiple files, make edits, additions and deletions to PDF documents.

• Experience paying invoices for the Commonwealth of VA.

• Experience with Cardinal is desired.

• VCA Certification is a plus.

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

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

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.

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.

Additional positions may be filled from this recruitment within 90 days.

VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request and coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided an emergency operations assignment.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

Contact Information

Name: Audrey Phillips

Phone: 804-837-4748

Email: audrey.phillips@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.