POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Manager, Property Control
Exempt
CATEGORY:
GRADE:
Professional
D
JOB SUMMARY: Responsible for managing the activities within Property Control.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
15%
1.
Maintain and reconcile physical inventory records, assign cost to personal
property and adjust institutional and grant funded equipment to the general
ledger accounts in the district’s Financial Reporting System.
2.
Plan, coordinate and execute cyclically a district wide physical inventory of
personal property to include campuses, centers, satellites centers, physical
inventory of grant funded equipment as mandated by the Office of
Management and budgets for Federal Grants and cooperative agreements for
educational institutions.
15%
3.
Comply with state and federal reporting requirements of personal tangible
property acquisitions, deletions, capital leases, including schedules for
monthly financial statements of real and personal property; assist in the
acquisition, adoption and development of an accounting system to control the
acquisition, disposition, transfer and retirement of district tangible fixed
assets; recommends changes to the system as necessary.
10%
4.
Establish and review guidelines for classifying property, building/building
improvements, and land/land improvements expenditures as a capital or
expense; review, process and report capital furniture/equipment which is
unserviceable, destroyed, lost, stolen or traded in; and coordinate the
preparation of schedules for monthly financial statements for periodic internal
audits and annual external audits.
10%
5.
Develop necessary appropriate procedures to address internal control
weaknesses regarding the safeguarding of the districts’ property and
communicate the information as necessary to Budget Heads. Assign
responsibility for property and periodically distribute equipment reports to
department heads.
10%
6.
Evaluate capitalization procedures for real, personal property, and useful
lives; evaluate decisions regarding unit versus aggregate tracking of property;
search and record capital lease purchases; make necessary journal entries on a
monthly basis for furniture and equipment, land, land improvements, building
improvements and library materials; develop and establish useful lives for
depreciable assets to comply with GASB Statement 34 to report all capital
assets to include infrastructure network assets.
10%
7.
Develop appropriate spreadsheets, ad-hoc reports routines utilizing system
report writers and submit programming requests to produce reports necessary
in meeting the weekly, monthly and annual reporting needs of the Property
Control department.
10%
8.
Manage District warehouse for storage/transfer/disposition and reallocation of
furniture, equipment, surplus and obsolete property.
10%
9.
Define and develop work tasks and procedures to include managing the
implementation, system debugs, and interface software systems necessary to
carry out the functions and responsibilities of the Administrative Software
System for the Shipping/Receiving and Fixed Asset Module.
5%
10. Develop budget recommendations and manage approved budget.
5%
REPORTING RELATIONSHIP: Associate Vice President, Auxiliary Services
SUPERVISORY RESPONSIBILITIES: Direct supervision as a first-line supervisor to staff assigned.
BUDGET RESPONSIBILITIES: Departmental budget
ESSENTIAL QUALIFICATIONS:
EDUCATION: Bachelor’s degree in related field.
EXPERIENCE: Five (5) years experience.
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities: Strong interpersonal and organizational skills; communicate effectively both
oral and written; demonstrated supervisory skills; ability to manage multiple projects
simultaneously and strong accounting experience.
2.
Equipment Used: Personal Computer and other equipment associated with an office
environment.
3.
Software Used: A variety of spreadsheet, word-processing, database, e-mail, and presentation
software.
PHYSICAL REQUIREMENTS:
Duties require little physical effort in work with light (up to 10lbs), easy to handle materials.
Duties performed causes light fatigue of eyes, fingers, or other faculties due to long periods of
standing, sitting, and/or repetitive motion.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, counseling, and/or influencing people are
important in achieving job objectives, causing action, understanding others, or changing behavior;
and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.
WORKING CONDITIONS:
Job is performed in general office or comparable working area with occasional distractions such as
noise, interruptions, or congested work areas with exposure to some disagreeable elements.