Job Duties
1. The Business Operations Specialist provides high‑level administrative, fiscal, and operational support to the Division of Education, ensuring that school and program operations run efficiently and in compliance with state, agency, and procurement requirements. The position manages purchasing, budgeting, contracts, records, and general office functions in support of the School Superintendent, School Administration Team, and division project leads.
Key responsibilities include:
2. Coordinating day‑to‑day business operations for the Division of Education, including purchasing, budgeting, travel, inventory, and general school operations.
3. Preparing, processing, and tracking requisitions, purchase orders, invoices, travel authorizations, and reimbursements in accordance with DJJ, state, and procurement policies (including eVA and small purchase charge cards).
4. Monitoring education budgets and expenditures, maintaining tracking spreadsheets, compiling historical and current data, and assisting with accurate budget projections and reports for division leadership.
5. Supporting the development, execution, and tracking of contracts, MOAs, MOUs, CPP reimbursements, staff class/endorsement requests, and other fiscal agreements; maintaining records of key dates and renewals.
6. Overseeing or coordinating fixed‑asset inventory, surplus disposition, and recordkeeping for Education equipment and software licenses, in collaboration with Procurement and other central offices.
7. Maintaining organized electronic and paper filing systems for financial, procurement, and program records; ensuring timely, accurate data entry and reporting for Education expenditures and related programs.
8. Providing administrative and program support to the Division of Education, including scheduling, meeting support, correspondence, data collection, and preparation of routine reports and spreadsheets.
9. Serving as a resource to school and program staff on business processes, providing guidance and training on accounting, budget, procurement, and general operations procedures.
10. Demonstrating professionalism, confidentiality, accuracy, and regular, predictable attendance while working collaboratively with administrators, school personnel, and other DJJ divisions.
Minimum Qualifications:
11. High school diploma or GED.
12. Must possess, or have the ability to earn, the Virginia Contracting Associate (VCA) certification within twelve (12) months of hire.
13. Experience providing high-level administrative support, specifically in the areas of state procurement, budgeting, and fiscal record-keeping.
Preferred Qualifications:
14. Bachelor’s Degree in Business Administration, Accounting, Public Administration, or a related field.
15. Active VCA (Virginia Contracting Associate) or VCO (Virginia Contracting Officer) certification at the time of hire.
16. Experience managing federal or state grants, including compliance monitoring and fund matching.
17. Experience drafting and managing MOAs (Memorandums of Agreement) and MOUs (Memorandums of Understanding) within a government or educational setting.