Serves in the agency Property Management Group. Performs complex inventory and asset accounting work supporting an agency with over 31,000 capital assets valued at over $300 million. Work involves planning, overseeing and maintaining asset inventory records and physical inventories, receiving and processing purchase requisitions, and disposing of surplus property. Reviews purchase orders to verify accuracy, accounting codes and capital asset codes. Creates asset records in inventory accounting database for capitalized assets. Assigns inventory numbers and distributes asset barcode tags to central, regional and hospital warehouses. Performs job functions as the inventory coordinator for designated DSHS sections. Trains section asset custodians and oversees their functions in asset management. Monitors and assists with the development of asset management policies and procedures. Performs data entry to keep property files current. Conducts annual inventories and produces reconciliation reports. Ensures accuracy of inventory records in the State Property Accounting (SPA) system and the Health and Human Services Administrative System (HHSAS). Reviews and reconciles asset accounting reports generated by the State Comptroller with HHSAS. Assists with the Texas Fleet System program including data entry, reports, and reconciling fuel, maintenance and mileage receipts. Maintains asset management files. Operates pallet jack, forklift and other material handling equipment. Works under limited supervision with considerable latitude for use of initiative and independent judgment.
Essential Job Functions:
(70%) Schedules and advertises agency surplus property for central campus, regions and hospitals. Codes surplus equipment in SPA, prepares documents for transfer or sale of equipment and determines eligibility of requestor organizations. Monitors the surplus equipment email box and schedules pick-up times. Reviews the work of program and other property management staff to ensure all surplus is processed expeditiously and according to established policies. Responsible for transfers of agency assets to and from other state agencies. Works closely with other agencies to ensure inter-agency transfer documents are signed and tracked. Ensures accuracy of inventory records in SPA and HHSAS. Reconciles discrepancies between HHSAS and SPA using weekly and monthly reports generated by both systems. Performs data entry to update both systems as needed. Maintains physical files of the Property Office regarding property acquisitions, deletions, transfers, and all other transactions.
(10%) Uses the HHSAS Asset Purchase Order report to identify capitalized, controlled and leased equipment. Verifies correct entry of asset class and accounting codes on DSHS purchase orders. Notifies budget unit of incorrect accounting codes, instructing them on what corrections to make. Creates asset accounting records in HHSAS ensuring correct quantity, cost, description, accounting codes and requesting program information are entered. Assigns inventory numbers to capitalized, controlled and leased assets. Reconciles shipping receipt information against approved purchase orders in HHSAS for all goods and services procured by the agency. Upon verification, enters receiving information into HHSAS. Enters make, model and serial number for inventoried assets. Links data by purchase order, enabling payment processing by the accounting section. Initiates HHSAS delivery ticket and ensures receiving signatures are documented. Prints numbered bar code tags for inventoried assets and distributes them to central warehouse, region offices or hospitals as appropriate.
(10%) Performs functions as the Inventory Coordinator for designated DSHS sections including regional offices and hospitals. Trains section asset custodians and oversees their functions in asset management. Oversees the preparation, accuracy and flow of asset transfer and surplus disposal documents by section staff. Coordinates, conducts and reconciles section inventories. Monitors compliance of asset management policies, procedures and State Comptroller guidelines. Responds to routine inquiries and advises staff regarding those policies. Problem solves basic questions on the functionality of the asset management system and assists staff with special problems.
(5%) Conducts annual inventory for central campus and other Austin locations. Physically scans assets with an electronic barcode reader. Downloads scanners and processes data files for uploading into HHSAS. Produces missing, overage and matching reports from HHSAS. Reconciles inventory results with asset accounting records. Trains and assists regional and hospital staff with conducting inventories.
(5%) Participates in asset management work groups. Performs other duties as assigned.
Knowledge Skills Abilities:
Knowledge of office practices and procedures.
Knowledge of database, spreadsheet and word processing software.
Knowledge of automated asset management, purchasing, and accounting systems.
Knowledge of inventory control methods and procedures.
Skill using a personal computer and office equipment.
Skill in data entry and inventory/asset control systems.
Skill in problem solving and attention to detail.
Ability to manage time, organize workloads, set priorities, and carry out assigned tasks in a timely manner.
Ability to work cooperatively with others and deal with stressful situations in a diplomatic and tactful manner.
Ability to effectively communicate both verbally and in writing.
Ability to maintain effective relationships with general public, and employees.
Ability to interpret laws, regulations, policies and procedures.
Ability to review work for accuracy.
Ability to perform clerical tasks independently.
Ability to organize information logically.
Ability to maintain asset accounting records.
Ability to operate various delivery vehicles up to a 16 ft. box truck.
Registration or Licensure Requirements:
Current Texas (non-provisionary) driver license required.
NPMA certification preferred.
Initial Selection Criteria:
Work experience in fixed asset management. Work experience in state agency or state university fixed asset management preferred. Work experience conducting and reconciling inventories. Working computer experience including inventory databases and spreadsheet programs. Work experience operating material handling equipment such as forklifts, pallet jacks or stackers.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. req#221435
Texas Department of Family and Protective Services - 12 months ago