Property Control Specialist

Description/Job Summary
This position is responsible for the College’s moveable assets in compliance with State regulations and procedures. The incumbent will be responsible maintaining an accurate database of all college-owned fixed assets (equipment) having a cost of $100,00 or more. Conducting periodic physical inventories of College fixed assets and preparing and submitting required annual reports, both internally and to State agencies. The position is responsible for verifying the locations of, and tracking the movement of fixed assets from one location to another. In addition to disposing of excess fixed assets no longer needed by the College, according to State and local disposal guidelines. Responsibilities/Duties
  • Establishes, modifies, and maintains inventory database for property and equipment, and customize numerous subsidiary databases and reports to meet College and State reporting requirements;
  • Assists in the development and implementation of effective policies and procedures to safe guard all college assets and to ensure integrity of inventory records;
  • Coordinates with the College’s Budget Office, Accounts Payable, Central Receiving and Purchasing conducting quarterly reconciliation of control accounts to the detail record in the asset inventory database system;
  • Records new acquisitions, deletions and other changes to inventory records weekly, and coordinates data with Central Receiving, Budget Office, Accounts Payable and the Purchasing Department;
  • Updates inventory system with data and information obtained as a result of property audits, Department of General Services’ (DGS) Excess Property Disposal reports (EPD), Property Control Action Request forms (PCAR) and PC Roll-Out Reports;
  • Classifies and maintain manual and electronic departmental files;
  • Drafts and prepare departmental inventory reports;
  • Verifies and updates equipment changes with Inventory Control Assistant;
  • Verifies proper tagging of property and equipment by Central Receiving;
  • Assists with regular property control workshops and/or other activities to disseminate proper procedures to the college community;
  • Assists in and/or compiles information for end of year reports and other special reports as required;
  • Performs/initiates spot inventories;
  • Coordinates field assignments, such as: tagging and engraving, and processing surplus property;
  • Work with Internal Auditor for compliance of inventory control;
  • Provides daily customer service for college personnel and vendors;
  • Other related duties as assigned.
Required Qualifications
  • 3 years’ experience in asset database management and inventory process for local or state agency or institution of higher education,
  • high school diploma,
  • proficient in Microsoft Suite,
  • demonstrated writing experience.

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