Property Coordinator

Apply now Job no: 518079
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Facilities Services
Location: Fairbanks
Categories: Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

The Property Coordinator is responsible for maintaining the property assets control system for UAF. This system encompasses identification, classification, and recording of property that is acquired or disposed of through sales or surplus and record keeping within the Asset Database System. This position must work with Accounting, Procurement, and Distribution Services on troubleshooting asset management issues, and schedule and carry-out campus-wide inventory in accordance with UA and GAAP standards. This position is responsible for maintaining of a surplus website. Additionally, this position may supervise a student assistant. INTERNAL RECRUITMENT ONLY

Duties:

10Annual Inventory: Provide all UAF departments with current property file listings. Compile and see that all inventories submitted for annual Physical inventory are complete and accurate. Resolve any issues with departmental property custodians. Create inventory status reports using Oracle Data Browser and Microsoft Excel for Provost, Chancellor, Vice Chancellor, Dean of Students and Deans of the various Schools and Colleges.Essential
10Inventory Control: Supervise data entry/reporting and compilation of the annual inventory valued at $75 Million. Responsible for maintenance and integrity of the Fixed Asset Master File in excess of 10,000 records. Upload Scanner information to the Fixed Asset Master File. Research lost/stolen equipment reported by departments. Coordinate recovery effort with campus police and departments as needed.Essential
20Maintains Fixed Asset Master File: Accurately create equipment purchases (threshold $5,000) for all UAF and Rural Campus departments on the Fixed Asset Master File. Delete equipment off master file when items are sold, scrapped or illegally disposed of. Update Fixed Asset files when items are transferred between MAU's, UAF departments and rural locations. Audit various property documents for accuracy and completion.Essential
20Property Reconciliation: Reconciliation of monthly property transaction reports of all charges made by UAF and rural campus on capitalized equipment account codes (Expenditures exceeding $8 million dollars annually). Timely preparation of reconciling reports and review analysis to determine necessary action required.Essential
5Customs: In the absence of the Property Officer, assist departments in clearing items through US customs. Work directly with the department and brokerage firms and fill out necessary paperwork in a timely manner.Essential
5Office Management: Support Materials Management by serving as primary information and inquiry point, which includes greeting, assisting, providing information and directing students, staff, faculty, vendors, truck drivers and visitors. Receive, respond and route requests, concerns, comments and complaints. Communicate information routinely and effectively via telephone, email and fax. Discretionary screening, routing and interpretation of numerous telephone calls.Essential
5Property Control: Coordinate the tagging of new controlled property with identification numbers. Locate and tag controlled property purchased by all UAF departments. Communications with UAF rural campuses to ensure items are located and tagged.Essential
5Property Purchase Order and Journal Vouchers: Review purchase orders and journal vouchers for discrepancies on capitalized account codes. Identify and research errors using Banner, invoices, purchase orders, or journal vouchers. Initiate journal vouchers for items incorrectly paid for under 5xxx account codes and for capitalized departments and auditors from Fixed Asset Master File.Essential
5Purchasing: Create purchase requisitions, encumbrance and blanket purchase orders for three distinct departments: Central Receiving, Property Office, and Surplus. Approve purchase orders for payment. Review and audit credit card charges on multiple credit cards. Resolve discrepancies on charges. Maintain, audit and reconcile weekly and monthly statements and reports. Manage and Supervise file maintenance for all three departments.Essential
5Receiving: Performs Banner-receiving entry of all UAF and Statewide Purchase Orders through Central Receiving. Coordinate resolution of receiving discrepancies with vendors, departments and Financial Services. Contact vendors when packages come through Central Receiving on the packages not having a university purchase order number or another identification of the end user on campus. Manage and supervise file maintenance for receiving documents, which include purchase orders, blanket orders, credit card purchases and daily log of items delivered on campus.Essential
5Restricted Funds: Coordinate with Grants and Contracts Services to ensure items purchased with grants are coded correctly and tagged appropriately. Research Grants and Contract Services Banner screens to access grant stipulations regarding equipment purchases. Notify Grants and Contracts of discrepancies regarding equipment purchases.Essential
5Surplus/Disposal: Coordinate the disposal/surplus of controlled property. Screen disposal requests to ensure that the title to the property vest with the university. Transfer surplus items in Banner Fixed Asset System to surplus clearing organization number. Coordinate necessary sale procedures to dispose of surplus property after chief procurement officer has authorized disposal.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Excellent administrative assistant skills, including the ability to successfully perform and function efficiently and accurately in a demanding, high pressure, fast-paced and confidential office environment.
Excellent judgment, prioritization, planning, problem-solving, decision-making, conflict resolution, analytical and critical thinking, organizational, time management, and oral and written communication skills.
Ability to successfully work independently with little supervision, as well as part of a collaborative team. Good leadership and diplomacy.
Proficiency with computer equipment and various programs, including Microsoft Office and Adobe Professional, including creating and maintenance of reports
Knowledge of Federal Acquisition Regulations, University Purchasing and Grants and Contracts rules and regulations, and GAAP.
Knowledge using Banner (Financial Systems and Data Browser), OnBase, Toad, and SSH Secure Shell.

TYPICAL EXPERIENCE:

2 years accounting experience, and 2 years computer experience.

REQUIRED EDUCATION OR TRAINING:

Valid Alaska driver's license.
High School diploma or equivalent.
2 years of education in accounting, business, or related field, or 2 years of work experience in the same area.
2 years of education in computer programs, or 2 years work experience in same area.

This recruitment is open internal to current UA employees as a promotional opportunity or those otherwise eligible to apply to internal postings.

Applications must be received prior to 11:55 PM Alaska time on October 12, 2021, to be considered. Applications received after this time and date may not be considered for this position.  To ensure consideration, please apply prior to the review date. 

Salary Information: Grade 76 / Step 1 $19.34/hr DOE.  This is a full-time, benefited position with a UA employee benefits package

Applicant Instructions:  Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references.

Contact Information: If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.


Background Check: The successful applicant is required to complete a background check.  Any offer of employment is contingent on the background check.

Probationary: Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment.   During the probationary period, employment may be terminated for no reason or any reason.  Promoted employees also serve a probationary period with limited rights of retreat.

Reasonable Accommodation Statement: The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Public Disclosure Statement: Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

Training Policy: It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF.  The policy can be located at:  http://www.uaf.edu/chancellor/policy/04.07.010/

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:  www.alaska.edu/nondiscrimination

 

Advertised: Alaskan Daylight Time
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