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Prog Admin Specialist I

Virginia Department of Transportation
Petersburg, VA
Coordinate activities and projects for assigned inventory program area(s). Oversee management of District Automated Fuel Management Program. Serve as initial contact and liaison between Equipment, Fiscal and District. Administer the fuel contract and assist with the District's Fuel Site Maintenance Contract ensuring quality and compliance. Direct purchases of contracted fuel deliveries to ensure sufficient inventory at all locations. Monitor fuel equipment components ensuring compliance with Department of Environmental Quality Regulations. Provide training to District Fuel Site Managers. May act as backup for other inventory programs.

How you will contribute:
  • Administer the District Fuel and Maintenance Contract: Ensure quality, quantity and delivery of fuel is in compliance with the contract. Manage the purchase of contracted fuel deliveries. Schedule and coordinate fuel deliveries. Ensure sites have an adequate supply of fuel. Reconcile monthly commercial fuel quantities and dollar amounts to AFMP system. Perform monthly reconciliation of fuel inventory. Coordinate fuel site repairs with contractor. Ensure annual fuel terminal inspection and maintenance is completed by contractor. Monitor fuel site maintenance costs ensuring adherence to pricing schedules within established contract. Provide performance feedback to District Inventory Manger.
  • Automated Fuel Management Program: Oversee and manage the Automated Fuel Management Program system District-wide. Monitor AFMP system daily to confirm fuel levels and the adequate supply of fuel inventory. Ensure fuel dispensing equipment and components operate properly and within DEQ guidelines. Review reports, district utility logs for errors, problems or tank and sump leaks. Check DFPC website daily for messages and changes. Conduct testing monthly on precision tank tightness. Monitors daily fuel prices. Ensure fuel receipts and invoices are entered and processed. Notify parties of fuel orders. Respond and follow-up on complaints of contaminated fuel. Research and resolve discrepancies or sites out of tolerance. Ensure State Fuel Program Manager receives required reports and is apprised of fuel discrepancies and authorization of users. Initiate and coordinate fuel island shutdowns. Monitor ozone alerts.
  • District-wide Fuel Site Inspections and Compliance Reviews: Conduct annual compliance reviews and audits at all fuel sites and fuel inspections. Ensure required paperwork, files and fuel system components are maintained in proper order per AFPM Policy and DEQ Regulations. Participate and respond to external DEQ audits of fuel and equipment. Initiate corrective action and ensure it has been taken to resolve related to audit findings. Control AFMP security access is updated. Verify fuel sites complete monthly inspections. Conduct quarterly AFMP User Security audits. Reconcile annual fuel inventory to include resolving discrepancies and providing findings to DAIM.
  • Fuel Cards: Control, issue and monitor fuel site cards. Approve and issue fuel cards district-wide. Audit usage of fuel cards to ensure proper usage. Review site card reports and logs usage. Reconcile logs and investigate discrepancies or suspicious misuse to DAIM and State Fuel Program Manager. Serve as Fuel Site Manager for District Service Station and Bulk Fuel Site Facility.
  • Integrated Supply Service Program: Assist with monitoring, evaluating, and reporting on ISSP performance and delivery; the administration of standardized ISSP operations; and regularly scheduled inspections of ISSP areas of operation. Ensure the contractor is in compliance with the VOSHA, OSHA, and VDOT safety rules and policies. Assist with major and minor equipment inventory and IMS compliance reviews.
  • Inventory Data Review and Analysis: Monitor and analyze inventory data. Provide guidance as it relates to applicable policies and procedures. Interpret policies and procedures. Create and provide inventory management reports to supervisors.
  • Inventory Program Compliance: Conduct inventory program activities in compliance with established policies, procedures and guidelines.
  • Inventory Program Management: Ensure required materials are available to support core functions and events. Monitor purchases and inventory to ensure they meet specifications.
  • Monitor Inventory: Monitor stock or assigned inventory items at all locations. Perform physical counts as needed. Perform transaction reviews, develop reports of findings.
  • Statewide Committees: Serve on Statewide committees providing input on decisions and policies. Communicate progress, results and information to program leaders or other stakeholders.
  • Technical Guidance and Training: Provide technical guidance and training to Fuel Site Managers. Serve as the District level point of contact and liaison between Central Office and Fuel Site Managers. Ensure required fuel receipts, logs, veeder root alarms are reviewed and received.
  • Technical Guidance and Training: Provide technical guidance, problem resolution and training on assigned inventory program area. Serve as point of contact and liaison on inventory related issues and problems. Develop and update resource and training materials. Develop and conduct policy and procedure training.

What will make you successful:
  • Ability to analyze, reconcile and evaluate data and prepare appropriate reports.
  • Ability to communicate effectively orally and in writing; to interpret and apply policies and procedures.
  • Ability to develop and deliver technical training.
  • Ability to lift and or to carry up to 50 lbs.
  • Ability to monitor contract performance and perform related contract administration duties to include analyzing data and resolving discrepancies.
  • Ability to multi-task, set priorities, and organize work to meet deadlines.
  • Ability to plan, organize and set own priorities with minimal supervision.
  • Ability to provide extraordinary customer service.
  • Ability to report during emergency operations.
  • Ability to work independently.
  • Knowledge of GAAP, governmental accounting, internal controls, inventory and compliance.
  • Knowledge of accounts payable, account reconciliations, audit compliance and report preparation.
  • Knowledge of automated financial, accounting or inventory systems.
  • Knowledge of inventory management controls and compliance review processes.
  • Knowledge of procurement procedures and regulations.
  • Skill in the use of automated inventory software.
  • Skill in the use of computers and software applications to include MS Office.
  • Working knowledge of warehousing and inventory procedures.
Minimum Qualifications:
  • Ability to communicate effectively orally, in writing to include the ability to develop and deliver training.
  • Ability to lift and, or to carry up to 50 lbs.
  • Ability to multi-task, set priorities and work independently.
  • Ability to obtain VCA or VCO certifications within required timeframes.
  • Ability to provide extraordinary customer service.
  • Bookkeeping experience related to accounts payable, account reconciliations, audit compliance and report preparation.
  • Contract monitor experience to include contract performance, performance of related contract administration duties, analysis of data and resolution of discrepancies.
  • Experience reflecting knowledge of GAAP, governmental accounting, internal controls, inventory and compliance.
  • Experience reflecting knowledge of procurement procedures and regulations.
  • Skill in the use of computers, software applications to include automated inventory software and Microsoft Office programs.
Additional Considerations:
  • A combination of training, experience, or education in Accounting, Business, or related field desired.
  • Certified Virginia Contract Associate (VCA) and Virginia Contract Officer (VCO) desired.
  • Experience in contract monitoring, administration and compliance.
  • Experience providing administrative support to a program or program area.
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 2025-09-21

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