POSITION SUMMARY:
Under the direction of the Assistant Controller, the Inventory Control
Specialist will be responsible for the full management, logistics and execution
of the inventory control plan to conduct physical inventories on a perpetual
basis of PGCPS’ system-wide fixed assets/property including land, buildings,
vehicles and equipment to verify existence and value. The incumbent of this
position will be responsible for the reconciliation and reporting of exceptions
and unconfirmed assets to ensure accurate accounting in Oracle Fixed Assets
module. The Inventory Control Specialist
will also be responsible for the physical tagging of PGCPS assets on a routine
basis as a method of documenting and tracking ownership.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Coordinates,
performs, and systematically documents ongoing physical inventories of PGCPS
capital assets maintained in the Oracle Fixed Assets financial module ensuring
that items meeting the determined value threshold are verified as to existence,
useful life, correct location and tagging/barcoding;
Reconciles
and reports exceptions and unconfirmed assets; documents and develops next
steps for follow up and resolution for issues encountered;
Identifies
and applies inventory control tags/barcodes on capital assets on a routine
basis as acquired in the PGCPS system during the physical inventory process;
establishes a documentation process to verify non-tagged assets (i.e.,
buildings, land, etc.);
Develops
a strategic plan to serve as a guide for the inventory-taking process,
including a comprehensive inventory schedule to conduct a complete inventory of
system-wide fixed assets/property on a triennial basis;
Reviews,
compiles and analyzes final inventory results; performs reconciliation and
resolves all significant exceptions between inventory results and the Oracle
Fixed Asset module records;
Prepares
and presents data, reports and presentations relating to inventory results to
leadership as requested;
Performs
end-user training for inventory control related processes and procedures;
assists with the development of corrective action plans to assist schools and
offices with improving efficiencies of accounting for fixed assets;
Assists with
the assessment and evaluation for recommendation of enhancements of the current
inventory and tagging procedures and of processes to effectively monitor and
track fixed assets;
Serves as
internal repository of all real property acquisitions, transfers and disposals,
and a repository of all Equipment In-Use forms submitted by end-users, as well
as copies of Material Transfer forms;
Works
closely with other internal offices on the coordination and oversight of assets
during the closing or relocation of schools, offices, etc.;
Develops
methods that will build and help foster an understanding throughout the school
system of the importance of safeguarding fixed assets and the relevance and
reliability of inventory records on the financial statements;
Initiates
updates and revisions for the Assets Operating Manual and Bulletin as
necessary;
Assists
in the preparation of the Annual Comprehensive Financial Report prepared by the
Accounting & Financial Reporting Office;
Participates
in all financial and operational audits related to fixed assets through
coordination and resolution of auditor inquiry and in the preparation of audit
schedules and analysis; and
Performs
other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of inventory controls, government
accounting standards and best practices in inventory control;
Ability to analyze, interpret and report research
findings and recommendations, both written and oral;
Ability to objectively analyze and make recommendations
on a variety of physical inventory and tagging requirements;
Proficient in Microsoft Excel, Word and
PowerPoint; working knowledge of Projects and Oracle EBS;
Extensive organizational skills and the
ability to provide and maintain accurate accounting data;
Strong analytical and problem-solving skills,
detailed oriented, and excellent verbal, written and interpersonal
communication skills;
Ability to manage multiple short and
long-term tasks with limited supervision and direction;
Ability to establish and maintain cooperative
and effective working relationships in a team environment with internal and
external customers; and
Ability to be a self-starter and to
prioritize and organize tasks effectively and efficiently in a fast-paced
environment.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree from an accredited college or
university in business administration, accounting, business logistics
management, operations management or other related field required; coursework
in logistics or inventory management preferred.
A minimum of two (2) years of experience in inventory, accounting or
operations management required; previous experience in a large public sector
organization preferred.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
Driver’s License is required inasmuch as there will be a need to travel to sites throughout the school district.