Business Coordinator

Job Description

Coordinate a variety of business functions for the assigned program area. Provide guidance to administrative or business staff. Ensure activities are prioritized based on organizational need. Track projects and develop reports for the 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 workflow processes. Communicate with internal and external contacts. Maintain current knowledge of related policies, procedures, and practices.

• 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 on standard operating policies and procedures.
• Budgeting:
  Assist in developing the 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 the 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 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 the 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 the 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.

• 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…