21652 - Business Coordinator

Coordinate a variety of business functions for assigned program area. Provide guidance to administrative or business staff. Ensure activities are prioritized based on organizational need. Tracks projects and develops reports for program area. Coordinate functions for budget development and monitoring, financial and account management, records management, procurement and administrative activities. Perform special duties as assigned. Provide administrative or technical support to a manager, work group, section or facility. Coordinate work flow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures and practices.

How you will contribute:

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: Assist 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. Ensure change orders are processed appropriately. 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. Assist with the scheduling and setups for training.

Perform duties as assigned.:

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.

Records Management: 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 communicate effectively orally and in writing.

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.

Minimum 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.

Click below to learn more about the Competency Model associated with this Position:
Competency Model

Physical Requirements
Physical Requirements

VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct.
VDOT Code of Ethics
Standards of Conduct

Physical Requirements
Physical Requirements