21652 - Business Coordinator

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.

Administrative Support

• Provide diverse administrative and technical support to a manager, work group, section, district or division.
• Handle phone calls, contacts and communications from VDOT staff and others external to the organization.
• Prepare correspondence or reports.
• Provide guidance to standard operating policies and procedures.

Budgeting

• Aid in developing assigned budget.
• Supply projected costs, monitor expenditures and prepare financial status reports.

Business Management

• Recommend resolution to administrative or business problems resulting in an effective program.
• Lead, manage and direct new processes to streamline workflow.

Business and Administrative Support

• Provide administrative support services to assigned program area.

Contract Administration

• Process, verify and track assigned contracts.
• Analyze contract documents.
• Serve as first point of contact with vendors to resolve routine contract administration problems.

General Office Support

• Provide clerical and administrative support.
• Transcribe and edit data, format and edit from notes and rough drafts, and type materials related to specific projects.
• Prepare outgoing correspondence.
• May create and analyze reports and graphs.
• Aid in the scheduling and setups for training.

Procurement

• Prepare requisitions and purchase orders for goods and services in compliance with established policies and procedures.
• Procure items from state contract and resolve billing discrepancies.
• Review procurement records to ensure financial activities comply with state and VDOT requirements.

Program Analysis and Reporting

• Research and compile data and prepare reports or presentations for a variety of programs or projects.

Records Management

• Maintain files, records or systems for assigned area.
• Maintain files for pending items awaiting responses.
• Update documents, manuals, or other agency officials records and lists.
• Pick up mail, sort, date and route to appropriate staff members.
• Organize and maintain records for assigned program area per established retention schedules and policies.
• Periodically review relevant forms, documents, and materials to ensure all information is accurate and up to date.

Special Assignments

• Assume responsibility for special projects and assignments.

What Will Make You Successful

• Ability to analyze data and reach logical conclusions.
• Ability to communicate effectively orally and in writing with internal and external customers.
• Ability to compile, coordinate and prepare reports.
• Ability to establish and maintain effective working relationships with all levels of agency management and with vendors.
• Ability to interpret and apply standard record and retention practices and procedures.
• Ability to interpret laws, regulations, policies, and procedures.
• Ability to perform under pressure and meet deadlines.
• Ability to prepare and analyze financial information and prepare accurate status reports.
• Ability to prioritize, organize and communicate information.
• Ability to problem solve and use analytical skills effectively.
• Ability to read, interpret and apply policies and procedures.
• Ability to research, gather, and analyze data.
• Ability to solve problems and make decisions.
• Ability to work independently.
• Comprehensive knowledge of office policies, procedures and practices.
• Knowledge of accounting practices and procedures to include GAAP.
• Knowledge of budgeting principles and practices.
• Knowledge of business practices and principles.
• 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, Excel.
• Skill in collecting and analyzing data and preparing reports or presentations.
• Skill in providing and promoting good customer service to internal and external customers.
• Skill in the use of computers and software applications to include Microsoft Office.
• Skill in the use of computers and software applications.

Qualifications

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

Additional Considerations

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