Apply to Asset Inventory Management Account Analyst

Title/Level: Asset Inventory Management Account Analyst
Agency: Alamo Colleges 
Location: 2222 N Alamo, San Antonio TX 78215
Telework Policy: Client site 100%
Solicitation Reference Number: 45080

Job Details: 
Responsible for the proper recording, tracking, and monitoring of Alamo Colleges District’s inventory.

• Conducts periodic asset inventory procedures. Performs complex financial analyses for inventory and accounting functional areas.
• Reviews and researches accounting transactions through ACD’s reporting program and subsidiary systems.
• Prepares reports on findings with recommendations for improvements, if required.
• Provides assistance to the Associate Director of Asset & Inventory Control and Records Management and acts in a lead capacity in coordinating the on-site enterprise asset management/inventory procedures in support of ACD’s property inventory operation .
• Reports to the Associate Director of Asset Inventory and Records Management.

ESSENTIAL JOB FUNCTIONS:

• Analyzes and verifies enterprise-wide, comprehensive mid-year and annual asset audits as part of the strategic plan to maintain financial integrity, compliance, and property stewardship accountability.
• Ensures adequate internal controls are maintained and serves as a subject matter expert for the inventory system and barcode scanning technology. Remains current with the latest inventory management technology and procedures. Provides technical and analytical support to Colleges and DSO and consults with system developers and vendors to ensure the inventory system and mobile scanning equipment is operational.
• Assists IT to provide technical review of product updates; ensure proper installation of
• upgrades; evaluates data issues, and identifies resolutions.
• Monitors inventory levels including receipt of new property and reviews disposition of excess property/inventory in compliance with Federal, State and local regulations and ACD procedures. Processes inventory transactions submitted by departments within established timelines and applies a thorough quality review.
• Provides guidance on appropriate account coding for new purchases, including capital improvements to ensure proper addition and accurate accounting to the inventory. Oversees and validates accurate account coding P-Card and high-risk items, property transfer entries and surplus disposal documentation for tabulating and reporting efforts in accordance with policies, procedures and guidelines.
• Reviews inventory results and prepares year over year analysis and provides feedback for improvements to procedures.
• Designs and implements process work flows and collaborates with customers on processes and operations across the organization to mitigate losses and strengthen controls.
• Supports the reconciliation for the asset subsidiary ledger to the general ledger and finalizes the monthly and annual equipment reports.
• Designs and develops reports and queries to assist ACD management in ensuring policies and procedures are followed, assets are safeguarded, reliable financial data is maintained and internal controls are in place.
• Provides on-going training to new and current employees about inventory processes, inventory self-service software and inventory responsibilities in various college settings.
• Provides enterprise-wide inventory help-desk operations and duties including monitoring of the team inbox; provides timely and responsive resolution to all customer requests.
• Responsible for the accuracy and integrity of the asset inventory database.
• Engages with Property Stewards, (budget managers) to continuously establish collaborative relationships to effectively and efficiently coordinate property stewardship for department inventories. Advises work groups and end-users on compliance with ACD Asset Management policy and procedures, including tracking and safeguarding of college assets.
• Coordinates enterprise-wide with internal/external auditors, police, purchasing, finance or other departments for asset disposition; communicates established processes and ensures compliance with property management procedures. Performs audit investigations, reviews procedures and provides feedback for system and process improvements.
• Uploads and indexes inventory files and photos. Maintains database field integrity and categorizes authentication of stewardship and assigning inventory security access permissions to various enterprise-wide employees; creates new inventory department accounts; uploads new employee and student names.
• Maintains and updates the inventory department website.

MINIMUM EDUCATION AND EXPERIENCE:

• Three years of relevant work experience in the areas of asset, inventory control or other demonstrated related experience.
• Associates Degree in a related field or a combination of relevant experience, education and training in logistics, inventory and/or accounting that equates to the required degree.

LICENSES AND CERTIFICATIONS:

• Must possess and maintain a valid Texas driver license. Must be insurable through the organization’s insurers.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proven ability and experience in successfully executing strategic asset management processes.
• Strong knowledge of inventory, accounting principles and a variety of inventory best practices.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and Generally Accepted
• Auditing Standards (GAAS); process improvement and best practice theory and standards.
• Ability to plan, manage, and expedite complex projects.
• Demonstrate a level of competence, maturity, and professional judgement that allows independent problem resolution in a real-time environment.
• Proficiency in managing records and databases containing asset and accounting
• information.
• Strong skill in conflict management and time management.
• Proven ability to establish integrity, solve problems, and build trust.
• Provide excellent customer service and establish and maintain effective working relationships with staff, faculty, and the public.
• Strong ability to work independently and make data-informed decisions without consultation.
• Ability to maintain confidentiality.
• Strong knowledge of problem solving and analyzing customer issues.
• Strong knowledge of various software programs. (Operating systems, PowerPoint, Word, Excel (pivot tables) and other inventory databases and financial software such as Banner).
• Ability to identify customer training needs; prepare and deliver presentations.
• Strong, clear, and effective verbal and written communication skills.
• Ability to perform statistical analyses and develop reports and schedules and related presentations.
• Ability to install, troubleshoot, and repair scanning software and inventory applications.

SUPERVISION EXERCISED:

• Accountable for leading others and providing on-the-job training or guidance.

PHYSICAL REQUIREMENTS:

• Work will require routine travel between college campuses and surrounding ACD sites.
• Physical demands include moderate physical activity that includes prolonged standing and/or walking, handling moderate weight objects.
• Physical requirements include lifting equipment up to 50 lbs. and carrying equipment.
• May be exposed to dust or fumes, and inclement weather.
• Work is performed in office environments with no exposure to hazardous or unpleasant conditions. Some stooping, bending, walking, standing may be required.