DEPARTMENT BUSINESS COORDINATOR

Summary

The Department Business Coordinator is responsible for planning and coordinating department budgetary activities, monitoring department expenditures, and coordinating services for the department. This position is governed by state and federal laws and agency/institution policy.

Typical Functions

Supervises a staff of administrative support personnel by interviewing applicants, recommending applicants for hire, training, making work assignments, and evaluating job performance. Directs the preparation and maintenance of departmental budget, develops and maintains budget grant accounts, reviews and approves budget revisions, makes financial projections for planning purposes, and utilizes spreadsheet or database management package. Reviews, analyzes, and reconciles ledgers for regular grant accounts, prepares monthly financial reports indicating financial status of accounts, coordinates transfer of funds from accounts, and prepares and submits journal vouchers to supervisor for distribution of monthly charges to departments. Establishes guidelines for financial reporting procedures for various programs within department, develops summary fiscal reports on grant accounts for distribution to principal investigators, and compiles annual reports concerning departmental activities. Prepares financial documents for special projects, such as construction, renovation, property acquisition and research, coordinates rental expenses for leases, monitors various contracts, and approves payments for contract services. Serves as liaison between various administrative offices and department, regarding invoices and account balances, procures supplies and equipment for departmental regular business and grant-related research, and serves as certifying officer for all financial agreements. Directs and coordinates automated billing process for department, reviews billing for errors, directs correction process, and oversees human resources activities. Reviews and evaluates reports as a management tool, provides administration with back-up information on activities, as requested, and submits statistical information on operations. Completes federal expenditure reports, determines allowable direct and indirect costs, interprets regulations for compliance to programs, and coordinates audits of federal funds. Performs other duties as assigned.

Special Job Dimensions

Knowledge, Abilities, and Skills

Knowledge of mechanized accounting systems. Knowledge of university or state agency funding and budgetary practices and procedures. Knowledge of fiscal management practices and procedures. Knowledge of supervisory practices and procedures. Ability to coordinate budget development and allocate funding. Ability to analyze financial data to assist in planning. Ability to evaluate effectiveness of fiscal operations and direct changes. Ability to prepare reports and direct maintenance of records. Ability to coordinate and direct the work of subordinates.

Minimum Education and/or Experience

The formal education equivalent of a bachelor’s degree in general business, financial management, or related field; plus four years of experience in business management, fiscal administration, or related field, including two years in a supervisory capacity. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

Preferred Qualifications

Responsibilities:
1. Supporting the Executive Director and Executive Vice President, Operations includes but is not limited to 1) coordinating with the Governor’s Office staff, Council members, legislators, mayors and county judges, local economic developers and the AEDC staff on the development of all business proposals, correspondence, travel, briefing notes, location/expansion announcements, etc.; 2) reviewing management workflow and leading improvements with a focus on simplifying reporting procedures; 3) reviewing and evaluating all incoming correspondence, highlighting important issues and bringing to Executive Director and Executive Vice President, Operations’ attention; 4) conducting research and contacting the appropriate person in order to correctly respond to information requests; 5) communicating information from the Executive Director’s Office to agency staff; 6) managing the Executive Director and Executive Vice President, Operations’ calendar by scheduling appointments, meetings, conference calls and trips; 7) creating and maintaining the Executive Director and Executive Vice President, Operations’ appointment files, including conducting preparatory research and assembling back-up materials to support all appointments; 8) creating travel itineraries, meeting agendas and response correspondence; 9) coordinating meeting logistics; 10) staffing project announcement events; 11) assisting the Executive Director in conducting “Protocol” workshops; 12) screening all incoming phone calls and taking appropriate action; 13) preparing correspondence from dictation; 14) filing and retrieving agency documents, records, and reports; 15) preparing TR-1 and expense reports for the Executive Director and Executive Vice President, Operations. 16) coordinating mailings; and, 17) coordinating activities and payments with the Arkansas Economic Development Foundation Chairman.

2. Coordinating Bi-weekly Division Director Meetings includes but is not limited to: Developing an agenda, and handling all follow-up activities.

3. Serving as Secretary to the Division of Science and Technology Board, and backup Secretary to the Rural Services Board includes but is not limited to: Preparing materials for monthly meetings and preparing minutes of these meetings.

4. Supervising front desk receptionist includes but is not limited to: Approving leave requests, coordinating backup schedule when receptionist is out of the office, and assigning projects.

5. Leading agency support staff in collaborative effort includes but is not limited to: Bringing together all agency support staff to maintain continuity and professionalism in office etiquette, front-desk coverage, correspondence creation and business document flow.

6. Performing other duties as assigned.

Certificates, Licenses, Registrations

Agency Specific Information

Applicants must complete all areas of the Application for State Employment. Incomplete applications will not be processed. Resumes may accompany, but will not replace the application. “See attached resume” is not an acceptable entry for any section. A copy of the DD214 must be submitted at the time of application, to be considered for Veterans’ Preference.

Applicants will be required to have a valid Arkansas driver’s license and the driving record will be checked prior to employment. Employment in this position may be subject to a Background Check, six (6) month initial period of employment review. Direct deposit is required for employment [Act 1887 of 2005], and 5% mandatory contribution to Arkansas Public Employees Retirement System (APERS).

The Arkansas Economic Development Commission is an equal opportunity employer. Equal employment opportunities (EEO)are provided to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.