Title: Fiscal Technician

State Role Title: Admin and Office Spec III

Hiring Range: $18.04hr to $29.32hr

Pay Band: 2

Agency: VA Dept of Transportation

Location: Hampton Roads District Office

Agency Website: www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

This is an hourly/wage position and is limited to 1500 hours within a 12-month period/average 29 hours per week. This position is not eligible for the state benefits package.

Would you like to build a career in transportation, an industry that will offer you long-term career opportunities? Do you strive to serve others and make the place where you work and live a better place to be? The Virginia Department of Transportation (VDOT) Hampton Roads District is seeking a Fiscal Technician at our District Office. We serve the citizens of the Commonwealth and travelling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality of life.

We are seeking individuals interested in joining our team who are able to provide financial support and services to include maintaining, calculating, researching, validating and performing data input for various accounting transactions. Transactions may include accounts payable, accounts receivable, and other related fiscal service transactions. Interpret basic policy and procedures.

As a Fiscal Technician, your job duties will include:

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.

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. Ensure documentation has appropriate signatures, approvals, and all required SWAM documentation.

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.

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.

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.

Inventory Data Processing – Demonstrate knowledge and understanding of Agency Inventory policies and procedures. Perform data entry of receipts and issues for department inventory into Cardinal. 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.

Administrative Duties – Assist with special projects. May assist with running reports for invoice tracking and to monitor project deliverables.

This position is designated as essential to emergency operations and may be required to work outside of normal work hours, on weekends and holidays during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations to ensure the safety of the traveling public.

We have Shared Values and a Code of Ethics. Your success in our organization depends upon modeling these values, therefore please review them and, if in agreement, we welcome you to apply.

Minimum Qualifications

• Knowledge of basic accounting, math and business principles.
  
  


• Knowledge of office/program support activities.
  
  


• Working knowledge of polices/procedures related to time and attendance, accounts payable, accounts receivable, procurement, inventory, and travel.
  
  


• Experience procuring goods and services including requisition, purchase orders, and Small Purchasing Credit Card (SPCC)
  
  


• Ability to monitor, analyze and reconcile data and accurately perform date entry in automated financial system and prepare financial reports.
  
  


• Ability to work independently and as a team member.
  
  


• Ability to communicate effectively orally and in writing with internal and external customers.
  
  


• Skill in the use of computers and software applications.
  
  


• Valid driver’s license.

Additional Considerations

• Experience applying knowledge of GAAP, government accounting, and internal controls.
  
  


• Exceptional customer service skills or ability to effectively and professionally communicate with difficult customers.
  
  


• Knowledge and experience processing accounts payable.
  
  


• Knowledge and experience with contract administration.
  
  


• Knowledge and experience performing account reconciliations.
  
  


• Experience using Cardinal or a similar automated financial management system preferred.

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: David Keesee

Phone: 757-956-3291

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.