Title: Fiscal Tech - Houry/Part-Time

State Role Title: Admin and Office Spec III

Hiring Range: $18.04 - $29.32

Pay Band: 3

Agency: VA Dept of Transportation

Location: Franklin Residency

Agency Website: www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

Accounts Payable

Demonstrate knowledge and understanding of agency accounts payable policies and procedures to include the Virginia Prompt Payment Act. Receive, verify and reconcile invoices to Cardinal receiver performing data entry. Review charges and distributions for appropriateness and accuracy.

Financial Data

Run and maintain queries in financial systems. Compare expenditures and analyze data between financial systems. Maintain reports, records and other supporting documents. Research and identify errors and make necessary corrections to resolve discrepancies.

Administrative Duties

Assist with special projects. May assist with opening and distributing mail. May serve as receptionist or other administrative duties as assigned.

Accounts Receivable

Demonstrate knowledge and understanding of agency accounts receivables policies and procedures. Receive, review and perform data entry accounts receivable documentation. Ensure documentation has appropriate supervisory signatures and approvals. Interact with originating location to research and resolve discrepancies. Prepare financial report, interpret nVIsion reports and run queries. Maintain, purge and dispose of files in accordance with guidelines and schedules.

Time and Attendance

Maintain, calculate and perform data entry of employee time, overtime, leave, and equipment rental. Apply and interpret agency time and attendance and related HR policies and procedures. Review charges and distributions for appropriateness and accuracy. Ensure paper documentation has appropriate signatures and approvals. Interact with originating location to research and resolve discrepancies. Prepare financial reports, interpret Cardinal reports and run queries. Maintain, purge and dispose of files in accordance with guidelines and schedules.

SPCC Direct Charge and Procurement

Demonstrate knowledge and understanding of agency procurement and small purchase charge card policies and procedures. Prepare requisition and purchase orders for material requirements. Receive, verify, and reconcile cardholders' monthly SPCC package performing data entry. Review charges and distributions for appropriateness and accuracy. Ensure documentation has appropriate signatures, approvals and all required SWAM documentation. Interact with originating location or vendor to research and resolve discrepancies. Prepare financial reports, interpret Cardinal reports and run queries. Maintain, purge and dispose of files in accordance with guidelines and schedules.

Administrative Support

Perform various fiscal and accounting technical and administrative support to various Districts and Divisions. Respond to requests from internal and external customers related to financial documents, project reports and stored documents. Assist team with other duties as assigned.

Inventory Data Processing

Demonstrate knowledge and understanding of Agency Inventory policies and procedures. Perform data entry of receipts and issues for department inventory into IMS and Cardinal. Verify daily transaction and documentation from previous day against the IMS daily activity register to confirm accuracy and completeness of transactions. Perform data entry of physical counts for locations according to guidelines. Ensure documentation has appropriate signatures and approvals. Interact with originating location to research and resolve discrepancies. Maintain, purge, and dispose of files in accordance with guidelines and schedules.

Policies and Procedures

Maintain and apply knowledge of state and VDOT policies and procedures related to a variety of financial program areas.

Travel

Demonstrate knowledge and understanding of agency travel policies and procedures. Receive, review, and perform data entry of travel authorizations and reimbursements. Review charges and distributions for appropriateness and accuracy. Ensure documentation has appropriate supervisory signatures and approvals. Interact with originating location to research and resolve discrepancies.

Required skills for job & position

• Knowledge of basic accounting and business principles sufficient to monitor and analyze data with the ability to interpret basic policies and procedures.

• Ability to perform duties with some degree of difficulty.

• Knowledge of office practices and procedures.

• Skill in the use of computers and software applications to include automated inventory software and Microsoft Office programs.

• Ability to report during emergency operations.

• Ability to prepare financial reports and run queries.

• Knowledge of Financial Management Systems.

• Ability to communicate effectively orally and in writing with internal and external customers; and to work independently or as a member of a team.

• Ability to accurately and efficiently perform data entry into computerized financial systems.

• Knowledge of accounts payable and accounts receivable.

• Ability to interpret and apply basic policy, procedures and implement procedural and transactional changes.

• Skill in performing basic math calculations.

• Ability to work as part of a team.

• Ability to maintain orderly and easily accessible files, purge and dispose of files in accordance with records retention guidelines and schedules.

• Ability to analyze and interpret financial data.

Minimum Qualifications

• Experience performing data entry into automated financial systems.

• Ability to communicate effectively orally and in writing with internal and external customers and to work independently or as a team member.

• Knowledge of basic accounting and business principles sufficient to monitor and analyze data.

• Skill in the use of computers and software applications to include automated inventory software and Microsoft Office programs.

• Ability to report during emergency operations.

• Experience interpreting and applying basic policy, procedures and implement procedural and transactional changes.

• Knowledge of office and program support activities.

• Experience with file management to include purging and disposing of files in accordance with records retention guidelines and schedules.

• Skill in performing basic math calculations.

• Experience preparing financial reports and running queries.

Additional Considerations

• A combination of training, experience, or education in Bookkeeping, Accounting or related field desired.

• Knowledge and experience processing accounts payable and accounts receivable.

• Experience applying knowledge of GAAP, governmental accounting, internal controls, inventory and compliance.

• A combination of training, experience, or education in Accounting, Accounts Payable, Accounts Receivable or related field desired.

• Knowledge and experience performing account reconciliations and tracking time and attendance.

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.

Fingerprint-based criminal history background check, DMV driving record check, references, and work history will be required prior to employment. Valid driver’s license required.

Position is designated as essential and, as such, will be required to work outside normal hours, weekends, and holidays during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. Travel may be required.

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.

State applications will only be accepted as submitted online by 11:59 p.m. on the closing date through the Commonwealth of Virginia’s Job Board/Recruitment Management System (RMS).

Multiple positions may be filled from this recruitment.

The decision to interview an applicant is based on the information provided in the application and optional resume; therefore, those who fully represent their qualifications and work history will be more successful with obtaining an interview. Submitting an incomplete application and/or resume lacking job history and relevant experience detail may impact interview eligibility. State applications submitted via email, postal mail, fax, or in person will not be considered.

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.

Contact Information

Name: Jennifer Bott

Phone: 757-956-3294

Email: [email protected]

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.