"Surplus and Auditing Coordinator"

Job Duties

• Coordinate the surplus property process in compliance with DGS and Commonwealth Asset Management standards.
• Review and approve surplus forms and supporting documentation submitted by departments.
• Schedule and oversee surplus pickups, transfers, and disposals.
• Maintain accurate surplus logs and ensure timely updates in the fixed asset system.
• Act as point of contact with DGS for surplus approvals and related matters.
• Maintain accurate and complete records of all fixed assets using the approved fixed asset management system (e.g., Banner Fixed Assets, Cardinal, or FAACS).
• Record asset acquisitions, disposals, transfers, donations, and retirements.
• Ensure proper asset categorization, useful life assignment, and depreciation setup.
• Coordinate and conduct the annual physical inventory of all fixed and sensitive assets across departments.
• Reconcile physical inventory results to the asset management system.
• Investigate and resolve discrepancies with departments and update asset records accordingly.
• Assist departments in locating and identifying assets for inventory or audit.
• Tag new assets in a timely and accurate manner.
• Ensure all required fields are completed, including serial numbers, location codes, custodian, and acquisition details.
• Update tag status in asset records following tagging and location verification.
• Ensure proper asset categorization, useful life assignment, and depreciation setup.
• Ensure asset records are accurate and readily accessible for auditors.
• Track audit findings and assist with Fixed Asset Manager to resolve discrepancies.
• Prepare audit response documentation and support compliance reviews.
• Provide guidance to university/agency departments on fixed asset procedures and requirements. Participate in cross-training within the Fixed Asset Department and support backup coverage.
• Assist Fixed Asset Manager with special projects.
• Represent the department at meetings, trainings, and inter-agency functions as needed.

Minimum Qualifications

• Knowledge of fixed asset accounting principles, lifecycle management: acquisition, tagging, inventory, transfer, surplus, and disposal, and depreciation.
• Familiarity with the Commonwealth Accounting Policies and Procedures (CAPP Manual).
• Proficiency in asset management and ERP systems such as Banner, Cardinal, WASP or FAACS.
• Demonstrated ability to conduct detailed reconciliations and maintain audit-ready documentation.
• Strong attention to detail, organizational, and time management skills.
• Effective verbal and written communication skills.
• Demonstrated ability to work independently and cooperatively across departments.

Additional Considerations

• Associate or Bachelor’s degree in accounting, Business, or a related field preferred.
• Experience in a higher education or government environment is a plus.