Equipment Inventory Specialist
Description of Work Unit
Business and Financial Services exists to maintain and improve the processes which protect the financial integrity of Colorado State University, to provide periodic financial information to various users, to support University financial system users, to monitor transaction flow to assure compliance with Federal, State, and University laws, regulation, and policies, to analyze and interpret financial data as part of the overall control of University fiscal goals and concerns, and to formulate financial statements and reports in accordance with applicable laws and regulations.
The Property Management Unit of Business and Financial Services provides the official centralized Property Control System for Colorado State University. The unit is in control of title, custody and care of moveable capital equipment for Colorado State University in accordance with governmental and/or agency regulations by use of generally accepted accounting principles and property management standards.
The base of the Inventory Specialist job is to identify and decal new CSU equipment, physically verify the existence of the capital equipment listed in the property control system, reconcile the physical inventory with the property control system by updating the data records for changes in responsible parties, locations and condition of equipment.
The Inventory Specialist position is an important part of the internal and external audit requirements from the University’s regulatory agencies. The Inventory Specialist must know how to draw information from the database based on different fields and criteria to create customized reports to meet the specific request or use needed by the campus personnel or department.
One year of experience applying program rules and procedures for entry, retrieval, review, revision, and manipulation of data in a multi-agency computerized information database.
Must have a valid driver’s license, the ability to obtain a driver’s license, or access to a licensed driver by the employment start date.
18 semester credit hours of coursework from an accredited college or university may substitute for the one year of work experience listed above.
Official or Unofficial Transcripts MUST be attached to application in order to qualify education/coursework.
The ideal candidate will possess the following knowledge, skills, abilities and other personal characteristics outlined as critical to this position:
- Experience working with Microsoft Excel, Access, and other Office products
- Experience working within financial systems (i.e. Kuali)
- Excellent organizational and problem-solving skills
- Flexibility in dealing with and implementing change
- Ability to establish and maintain effective working relationships with other employees and vendors
- Excellent customer service skills
- Experience dealing with a diverse group (i.e. faculty, staff, students, community members)
- Demonstrated attention to detail and accuracy
- Knowledge of Federal, State, and University policies and procedures related to inventory control and tracking
Essential Job Duties
Job Duty Category Equipment Identification and Recording Duty/Responsibility
- Create a unique barcode identifier for all assets determined to meet the capital equipment criteria.
- Attach label to the asset as soon as possible upon delivery to CSU.
- Verify and correct any errors in the initial record creation (An initial property record has been set up by the Accounting Tech III in Kuali Capital Asset Management – CAM)
Percentage Of Time 10 Job Duty Category Equipment Inventory Scanning Duty/Responsibility
- Physically verify capital equipment every two years based on CSU regulations.
- Perform internal audit control for CSU.
- Scan and upload each piece of equipment with a reader to the Property System.
- Contact the designated Department Property Contact (DPC) to schedule and coordinate the inventory process.
- Contact any responsible party designated on the property record to help find the equipment.
- Operate Kuali CAM to capture the correct data to maintain the property record.
Percentage Of Time 45 Job Duty Category Inventory Record Reconciliation with Database Duty/Responsibility
- Reconcile the most recent data collected to the property record on the property management system, such as location, responsible party, manufacturer, serial number and model number.
- Work with the department to find any missing items from the inventory process and assist the department with completing the proper paper work for any missing items.
- Report on any inconsistencies or problem areas of the department’s property management practices.
- Schedule meetings for the final discussion and sign off with the Department Head.
Percentage Of Time 30 Job Duty Category Report Writing/Data Uploads from Tablet Duty/Responsibility
- Modify different parameters within the reports to meet the needs of the campus. For example, a department may want the list by building or responsible party.
- Suggest or initiate new reports which will be useful to the campus users as they interact with different departments.
- Upload the barcode data into CAM to update the asset record information after scanning an area.
- Create a CAM document to update the asset record if an asset does not have a physical tag to scan.
Percentage Of Time 5 Job Duty Category Trainer/Coordinator Duty/Responsibility
- The Inventory Specialist is the face of the Property Management department on campus.
- Spot train on the policies and procedures required by CSU, the Federal Government and other agencies.
- Write and create written communication such as handouts and emails to continually train equipment users on property rules.
- Study for the National Property Management Association test and receive their Certified Professional Property Specialist Certificate. This shows they have received education and training in the rules and standards required of a Property Management business process.
Percentage Of Time 10
Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
- Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We must be able to evaluate your experience based on this information.
- Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that we can calculate full-time experience.
- The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.
- If an Application is considered “Incomplete”, the application will be removed from consideration for the position.
- An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
- An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
- When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. **Please see the “Required Documents” section of the posting.
- Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.
- The selection process for State Classified positions may include an exam(s), which often requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
- All status updates for this position will be sent via email from firstname.lastname@example.org. In addition to your Inbox, remember to check in your Junk and Deleted folders for these important communications.
- Pertinent updates to your application status can be obtained by logging into your application account at https://jobs.colostate.edu
1) Multiple ways to login:
- Enter your Username and Password on the home page to login,
- Click on Login (in the upper left-hand corner) – then Login (Under Apply without Vitae),
- or Click on Returning Applicant – then Login (under Apply without Vitae)
2) Select “Your Applications” in order to display all the applications you have submitted to open positions as well as the following:
- You can view the Status of your application for each position
- You can withdraw your application from consideration
- You can view the job posting for the position you applied
- You can archive the application once the position has been filled
DEPARTMENT CONTACT INFORMATION
- Please check the “Help” link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
- All other inquiries should be directed to the Colorado State University Human Resources Office at the main phone line: 970-491-MyHR (6947).
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License - and current auto insurance, Use, Handling, or Exposure to hazardous materials - EHS Certification Annualy, Special Requirements/Other - NPMA Certfication within 1 year
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
Background Check Policy Statement
Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Employment and Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.