19660 - Business Coordinator

About the Role

Coordinate a variety of business functions for an assigned program area, ensuring activities are prioritized based on organizational need. Track projects and develop reports, while managing budget development, financial and account management, records management, procurement, and administrative activities. Perform special duties as assigned.

Responsibilities

• Accounting: Ensure payments for goods and services are processed in compliance with policies and procedures. Maintain accounting records and files. Analyze financial transactions, verify payment documents, and perform data reconciliations.
• Budgeting: Assist in developing assigned budgets, supply projected costs, monitor expenditures, and prepare financial status reports.
• Business Management: Recommend resolutions to administrative or business problems to ensure program effectiveness. Lead, manage, and direct new processes to streamline workflow.
• Business and Administrative Support: Provide administrative support services to the assigned program area.
• Contract Administration: Process, verify, and track assigned contracts. Analyze contract documents and ensure change orders are processed appropriately. Serve as the first point of contact with vendors to resolve routine contract administration problems.
• Procurement: Prepare requisitions and purchase orders for goods and services in compliance with established policies and procedures. Procure items from state contracts and resolve billing discrepancies. Review procurement records to ensure compliance with state and VDOT requirements.
• Program Analysis and Reporting: Research and compile data, and prepare reports or presentations for various programs or projects.
• Records Management: Organize and maintain records for the assigned program area per established retention schedules and policies. Periodically review relevant forms, documents, and materials to ensure accuracy.
• Special Assignments: Assume responsibility for special projects and assignments.

Requirements

• Ability to analyze data and reach logical conclusions.
• Ability to communicate effectively orally and in writing with internal and external customers.
• Ability to establish and maintain effective working relationships with all levels of agency management and vendors.
• Ability to interpret laws, regulations, policies, and procedures.
• Ability to prepare and analyze financial information and prepare accurate status reports.
• Ability to solve problems and make decisions.
• Comprehensive knowledge of office policies, procedures, and practices.
• Knowledge of accounting practices and procedures, including GAAP.
• Knowledge of budgeting principles and practices.
• Knowledge of business principles and procedures.
• Knowledge of procurement practices and procedures.
• Knowledge of records management and retention procedures and schedules.
• Proficiency in financial computer programs, MS Word, and Excel.
• Skill in collecting and analyzing data and preparing reports or presentations.
• Skill in the use of computers and software applications.

Qualifications

• Experience using financial management and budgeting computer programs.
• Experience with Microsoft Word, Excel, and Access.
• Knowledge of GAAP, accounting policies, practices, and procedures.
• Knowledge of budget development and monitoring.

Additional Considerations

• A combination of training, experience, or education in Business, Accounting, or a related field is desired.
• Administrative experience coordinating a variety of business functions for a designated program area.
• Experience using the Cardinal system.
• Experience with state budgeting practices and procedures.

Physical Requirements

VDOT employees must abide by VDOT’s Code of Ethics and the Commonwealth’s Standards of Conduct.