Inventory IMS Program Coordinator

Title: Inventory IMS Program Coordinator

State Role Title: Prog Admin Specialist II

Hiring Range: $61,396 - $99,769

Pay Band: 5

Agency: VA Dept of Transportation

Location: Central Office, Richmond, Virginia

Agency Website: https://www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) is excited to announce an opportunity to serve as an Inventory IMS Program Coordinator in the Central Office Fiscal Division of the Virginia Department of Transportation. This position is located in Richmond, Virginia.

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to professionalism, at the Virginia Department of Transportation, we have something for you.

This position provides statewide support to the Fiscal Division’s Inventory Programs Team to ensure program goals and client needs are met. A successful candidate will perform processes related to inventory management and accurate financial reporting by maintaining agreement between the Inventory Management System (IMS) and the Commonwealth’s Financial Reporting System. The Inventory Program Team ensures that records and financial accountability are adequately maintained. The Inventory Programs Team oversees financial reporting related to other inventory types, such as fuel and spare parts for the intelligent transportation system.

Duties and responsibilities include:

Inventory Management Systems Oversight: Support the Fiscal Division’s oversight of the Inventory Management System by researching and resolving system problems. The IMS Program Coordinator will act as the Inventory Management Systems Helpdesk, interpret policy and procedures, and provide clear and consistent guidance to statewide users. The Inventory Programs Team acts as the Central Office contact personnel, facilitating communication between statewide users and the Information Technology Division’s data processing personnel to provide services in maintaining the daily operations of the statewide inventory system. This team coordinates system interruptions and modifications with users.

Inventory Management System Training: Support the development of various statewide training materials for the Statewide District Inventory Analyst and District Asset and Inventory Managers. Work with the Learning Center to ensure the integrity of online training.

Maintain Inventory Management System Procedures: Review and update the IMS Policies and Procedures Manual.

Fuel Inventory Oversight: Ensure proper financial reporting of fuel inventory balances by supporting the Fiscal Division’s collaboration with the Maintenance Division’s Equipment Section responsible for the Statewide Fuel Program. Communicate directly with VDOT’s statewide Fuel Coordinators and the Maintenance Division’s Statewide Fuel Manager to provide assistance in resolving any out-of-tolerance sites. Perform reviews on all statewide fuel locations using established reporting tools.

Inventory and Financial Management System Reconciliation: Perform reconciliations and submit results to Inventory Management System Administrator for final review and submission to Fiscal Management. Perform analysis of statewide inventory issuances and ensure the proper charges are made to expenditures. Resolve any problems with District Inventory Analyst and District Asset and Inventory Managers. Perform journal vouchers for necessary corrections. Receive, review, and conduct analysis of the statewide, quarterly district-level inventory monitoring report.

Minimum Qualifications

• Knowledge of advanced mathematics to analyze system formulas and knowledge of generally accepted accounting principles and inventory practices.
• Ability to research and isolate system problems.
• Skill in operating both web-based and client or server computer networks.
• Ability to plan, prioritize, and manage multiple projects.
• Strong technical experience working with a major automated accounting system.
• Ability to design, develop, implement, evaluate, maintain inventory management systems.
• Knowledge of mainframe computer networks, database and microcomputer applications, system design and testing methodology.
• Skill in providing good customer service.
• Ability to communicate effectively both orally and in writing with customers at all levels of the organization.

Additional Considerations

• Skill in collaboration with a team of professionals to reach short-term and long-term goals.
• Ability to determine and implement improvements to training curriculum and user engagement.
• Knowledge of system maintenance, design, and testing methodologies.
• Ability to plan, prioritize, and enact short-term and long-term goals.
• Skill in maintaining effective working relationships between field users, field managers, Fiscal Division, Procurement, and Information Technology Division.
• Knowledge of fiscal, administrative, audit, and automated inventory programs.
• Ability to review, analyze, interpret data to make decisions.
• A combination of training, experience, or education in business, accounting, finance or related field.
• Strong technical experience working with a major automated accounting system.
• Experience in the inventory auditing or management fields.

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.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request and coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided an emergency operations assignment.

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.

Additional positions may be filled from this recruitment within 90 days.

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.

Contact Information

Name: Tammy Varble

Phone: (804) 297-1568

Email: tammy.varble@vdot.virginia.gov

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.