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Admin and Office Spec III

Virginia Department of Transportation
Petersburg, VA
Provide financial support and services to include maintaining, calculating, researching, validating and performing data input for various accounting transactions. Transactions may include time and attendance, accounts payable, procurement, SPCC direct charge, travel, accounts receivable, inventory, procurement, and other related fiscal service transactions. Interpret basic policy and procedures. Provide financial support services for a variety of accounting transactions. Maintain financial documents in accordance with retention policies. Assist in preparing financial reports and documents. Respond to questions from VDOT staff and contacts.

How you will contribute:
  • 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.
  • 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.
  • Administrative Duties: Assist with special projects. May assist with opening and distributing mail. May serve as receptionist or other administrative duties as assigned.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.

What will make you successful:
  • Ability to accurately and efficiently perform data entry into computerized financial systems.
  • Ability to analyze and interpret financial data.
  • 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 interpret and apply basic policy, procedures and implement procedural and transactional changes.
  • Ability to maintain orderly and easily accessible files, purge and dispose of files in accordance with records retention guidelines and schedules.
  • Ability to perform duties with some degree of difficulty.
  • Ability to prepare financial reports and run queries.
  • Ability to report during emergency operations.
  • Ability to work as part of a team.
  • Knowledge of Financial Management Systems.
  • Knowledge of accounts payable and accounts receivable.
  • Knowledge of basic accounting and business principles sufficient to monitor and analyze data with the ability to interpret basic policies and procedures.
  • Knowledge of office practices and procedures.
  • Skill in performing basic math calculations.
  • Skill in the use of computers and software applications to include automated inventory software and Microsoft Office programs.
Minimum Qualifications:
  • Ability to communicate effectively orally and in writing with internal and external customers and to work independently or as a team member.
  • Ability to report during emergency operations.
  • Experience interpreting and applying basic policy, procedures and implement procedural and transactional changes.
  • Experience performing data entry into automated financial systems.
  • Experience preparing financial reports and running queries.
  • Experience with file management to include purging and disposing of files in accordance with records retention guidelines and schedules.
  • Knowledge of basic accounting and business principles sufficient to monitor and analyze data.
  • Knowledge of office and program support activities.
  • Skill in performing basic math calculations.
  • Skill in the use of computers and software applications to include automated inventory software and Microsoft Office programs.
Additional Considerations:
  • A combination of training, experience, or education in Accounting, Accounts Payable, Accounts Receivable or related field desired.
  • A combination of training, experience, or education in Bookkeeping, Accounting or related field desired.
  • Experience applying knowledge of GAAP, governmental accounting, internal controls, inventory and compliance.
  • Knowledge and experience performing account reconciliations and tracking time and attendance.
  • Knowledge and experience processing accounts payable and accounts receivable.
Click below to learn more about the Competency Model associated with this Position:
Competency Model

Physical Requirements

VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct.
VDOT Code of Ethics
Standards of Conduct
Posted 2025-09-24

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