The Business Analyst coordinates between VDOT and localities throughout the financial lifecycle of projects administered by VDOT and the localities.
The main purpose of the position is to oversee the daily business functions of the Local Assistance section to include financial management, and project accounting.
Predominant effort will be placed on conducting complex analysis and reconciliations of multiple Local Assistance Program invoices. This position will be charged with creating sophisticated spreadsheets/databases to track the historical invoices and related vouchers for projects that are administered by VDOT or the localities across the Northern Virginia District. Each spreadsheet has a considerable number of complex formulas linked to other spreadsheets/multiple tabs reflecting various data sources. This individual will provide oversight by monitoring expenditures as well as monitoring the allocations of these projects (over 30 per month). There are multiple types of funding sources that must be individually tracked against all relevant projects. There are rules/procedures that differ among the various funding sources. There are strict policies governing at which phase in the projects? life cycle certain expenditures may be attributed to which must be tracked and followed.
Fiscal and Budget- Coordinate financial and budgetary activities for Local Assistance. Prepare budgets, monitor expenditures, reconcile funding sources against voucher data and prepare extensive and detailed reports. Review invoices and vouchers, make payments and reconcile data.
Financial monitoring and management of LAP and NVTA payments involves the monitoring of and conducting budget analysis on multi-million dollar projects. It involves significant analysis of detailed expenditures, revenues, and funding sources. Independently research charges; and resolve financial discrepancies by reviewing detailed records and investigating details by interviewing Project Coordinators. Assist with estimates; and monitor/resolve issues in several automated financial systems.
Compile cost data; prepare financial, and finalize programmatic reports. Monitor federal financial authorizations; review and revise cost reimbursement agreements, funding transfers, disbursements. Prepare invoices; manage & monitor payment to localities & private partner reimbursements.
Monitor engineering, right-of-way, construction project?s financial performance; and advise senior management of potential shortfalls. Prepare financial reports from data and/or summarize information for status reports to management. Independently monitor, revise internal budgets; reconcile funding; and generate procedures for project finance functions. Execute LAP and NVTA invoices/reimbursements.
Establish and maintain multiple spreadsheet databases with historical invoice/voucher information on LAP projects. Demonstrate advanced knowledge of Excel & Sharepoint in order to establish and maintain a database with invoice/voucher information on LAP projects. In addition, pivot tables and financial reports will be created and provided to senior VDOT management and the Locality representatives.
Monitor and prepare VDOT oversight expenditure reports on LAP and NVTA using Cardinal, the LAP historical database, Appendix A?s and coordinate with the Project Manager/Locality to ensure estimates, expenditures and oversite costs are accurate and justified. If corrections are required, a financial audit of the project expenditures is required and appropriate Journal Entries should be processed. Update and revise Appendix A?s as required to ensure the project budget, expenditures and oversite costs are accurately represented.
Ensure proper billing and compliance with FHWA Regulations has occurred for all LAP & VDOT administered projects while monitoring financial allocations. Completing these activities requires close coordination and communication with Project Managers, multiple representatives from the Localities, addressing issues with the NOVA Accounting Office and Programming Investment Management staff.
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. VDOT is an Equal Opportunity Employer. For more information, please visit ?Information for VDOT Employees and Applicants? at:
We have Shared Values and a Code of Ethics: Your success in our organization depends upon modeling these values, therefore please access the following link: http://www.virginiadot.org/about/missionandvalues.asp to review them and, if in agreement, we welcome you to apply. In addition to a rewarding work experience, VDOT offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching. Access the following link: http://www.virginiadot.org/jobs/benefits_of_working_at_vdot.asp for additional information.
Familiarity with the project development process for transportation construction projects.
Knowledge of locally administered project statutes and policies; state and federal funding requirements; principles of project funding, programming, financial and scheduling concepts, monitoring and reporting mechanisms.
Skill in the use of computers and software applications to include PC-based financial software.
Ability to gather and analyze data and apply writing skills with the ability to prepare clear and concise written correspondence and reports.
Strong verbal skills with the ability to conduct and moderate effective meetings and work sessions necessary to reach consensus on a variety of complex issues.
Strong listening skills and the ability to interact effectively with people and the ability to work effectively among internal and external stakeholders.
Experience with local assistance projects or related activities.
Demonstrated ability to use or learn VDOT project and fiscal management tools and system software (iSYP, PAM, Cardinal, iPM Project Pool, Federal Strategy Database).
Ability to work in a fast paced and complex urban environment.
Experience representing an organization with private or public entities in a political setting.
Educational requirements are a college degree in Business, Public Administration or related degree and/or equivalent combination of training and experience.
Valid Driver?s License. Fingerprint based background check, references, work history, and DMV records check will be conducted.
All employees are required to work in emergency situations, to include weekends, holidays, and after normal business hours; assignments may vary based on business needs.
Special Instructions to Applicants
ADDITIONAL POSITIONS MAY BE FILLED FROM THIS RECRUITMENT WITHIN 90 DAYS OF THE CLOSING DATE.
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.
RMS provides a confirmation of receipt when your application is submitted successfully. Please refer to ?Your Application? in your RMS account to check the status of your application for this position.