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ADMINISTRATION AND FINANCE DIVISION:

License Information: types of licenses, agents, recent sales information, permitting information, etc.

MRC Job Announcements: Position vacancy announcements for the Marine Resources Commission and links to the Department of Personnel and Training.

State Procurement Info: General procurement information from the Virginia Division of Purchase and Supply web site. For procurement information specific to this Agency call (757) 247-2200.

Management Information Systems Department

The Administration and Finance Division works very closely with other agency divisions and other State agencies, in many areas of responsibility, including accounting, budgeting, contractual procurement, goods/materials procurement, research grants and contract administration and fishing licenses administration and in other facets including human resource management, legislation, management information systems, and facilities insurance.

The State budget cycle now is a continuous process. It is a programmatic budget that contains financial proposals, budget submissions and the agency's goal setting and performance measurements. Many documents are prepared, revised and distributed to support this work, which is greatly enhanced by computer-based spreadsheet programs.

The Accounting function consists of many elements, including general accounting for disbursements and revenues; specialized accounting on systems such as commercial fishery licenses and property accounting; and accounting­reporting for specialized information such as vendor payment records, vessel unit costs, license sale statistics, employee travel mileage, etc. The section performs pre­audits of bills before payment, reconciles financial statement and payment records with the State Comptroller, individual license sellers, local banks, and vendors. It produces financial reports for agency managers and for compliance with many State reporting requirements. General revenue and expenditure transactions are processed, coded and batched for entry into the State accounting system.

Under the Virginia Public Procurement Act, the Division requires a formalized bid solicitation and contract awards, based upon competitive sealed bidding or competitive requests for proposals. Contracting for service procurement is generally done entirely at the agency level.

The agency has direct purchase authority for small purchasing delegated to the Supervisor, Marine Operations Station. Large purchases must generally be done on purchase requisitions submitted to the Department of Purchases and Supply and coordinated with the budget.

The Division also has responsibility for business administration for grants and contracts that have been received by the agency. Much of the program work on these contracts is performed by other divisions within the agency. The centralized process of Federal fund accounting, letter of credit withdrawals, appropriation and allotment actions for Federal funds, approvals of departmental grant proposals and progress reports, are performed by this division. A federal "indirect cost plan" is prepared yearly; it is the basis for recovering funds for the State and the agency for overhead costs of federal grant projects.

The Administration and Finance Division administers leases, facilities and the insurance program. Stated-owned property over $500 in value is recorded and tracked through a centralized Fixed Asset Accounting System. Transactions for the program are generated by the Accounting Department from information that flows in the procurement, transfer and disposal of property.

About 16,000 commercial licenses, sold annually in the marine fisheries, are dispensed through a network of license agents and Law Enforcement Division's Marine Patrol Officers. The Division's accounting department operates an automated system to inventory and administer license materials, record sales, maintain records of license holders and vessels, account for revenues and report license information for management of the fisheries.

The Agency's Human Resource/Payroll Department conducts human resource management services including recruitment and selection, automated payroll, personnel transactions, employee records, classification and compensation, equal employment and affirmative action, policies and procedures, employee orientation and training, benefits administration, standards of conduct, workers' compensation, performance evaluations, employee relations, etc.

Additionally, the Division coordinates and prepares the agency's legislative proposals and tracks legislation with automated access to the State's "Legislative Information System" through a remote link to Richmond. Fiscal impact statements are frequently prepared on many bills introduced in the Virginia General Assembly that have an impact on agency activity.

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