St. Petersburg College

POSITION DESCRIPTION

POSITION TITLE:     Asset Management Specialist

DEPARTMENT:       Financial and Business Services          SITE:  Epicenter Services Building

SALARY SCHEDULE:         Career                                      GRADE:   7

BASIC FUNCTION:

Performs advanced, complex, and specialized work involving Asset Management records college-wide.  Responsible for the development and maintenance of asset management procedures to fulfill State statutes, Board of Education rules and procedures, and Board of Trustees policies.  Directs and oversees, in concert with the Inventory Specialist, asset management activities including tagging, receiving, transfer, disposal, and redeployment of assets to ensure compliance.

RESPONSIBILITIES:

v Coordinates Asset Management strategies and internal control procedures with Financial and Business Services and Facilities Planning and Institutional Services personnel to ensure audit compliance.

v Advises budget supervisors of asset management and college receiving procedures. Prepares and provides asset management training via presentations; recommends and prepares associated documents for the College’s Assets web page.

v Assures auditing compliance by monitoring paperwork and records. Coordinates with departments to correct anomalies and move toward compliance.

v Maintains effective controls and procedures for Capital Asset purchases, receipts, transfers, and retirements, valuation of assets, and account reconciliation.

v Studies and recommends system and procedural control enhancements. Identifies control weaknesses and corrective action to remedy weaknesses.

v Performs audits for tangible equipment when custody changes.

v Notifies supervisor of responsiveness issues that will have an impact on completion of audits.

v Notifies supervisor of any suspected compliance issues.

v Reviews purchase order requisitions and Trial Balances for expense items and reclassifies to Capital Assets where appropriate.  Performs reclassifications timely and accurately.

v Facilitates, in conjunction with Inventory staff, the equipment reconciliation process.

v Scans descriptive and other related documents for system upload.

v Performs annual depreciation and creates associated journal entries.  Reviews reports for data entry integrity.

v Prepares monthly and annual summaries and reports related to asset management.

v Ensures the internal tracking database accurately reflects the audited values.

v Recommends changes to college procedures relating to asset management to reflect changing business needs and/or new accounting/auditing guidelines.

v Participates in and assists with coordination of ongoing testing of PeopleSoft/Oracle Asset Management module and General Ledger module for bundle applications, upgrades, and for expanded use of delivered product.

v Coordinates audit activities with external auditors through the Senior Accountant(s). Prepares responses for internal and external audit recommendations/comments.

v Other duties and tasks as assigned.

EDUCATIONAL REQUIREMENTS:

Graduation from an accredited high school with additional coursework or certification in accounting and/or business.  Associate degreed preferred. 

EXPERIENCE REQUIREMENTS:

Four (4) years in paraprofessional accounting, including experience working in an asset management environment. Experience should include fixed asset accounting, project management, procurement and payment, and general ledger. Working knowledge of GAAP and internal controls.  Strong understanding of fundamental accounting transaction flows including system interfaces.   Experience with physical inventory counts, tagging and receiving, and reconciliation processes.  Experience with asset tracking, redistribution, and disposal processes. Strong Excel and PowerPoint skills.  PeopleSoft/Oracle Asset Management experience strongly preferred.

KNOWLEDGE/ABILITIES/SKILL REQUIREMENTS:

Knowledge of accounting practices and procedures as they relate to asset management. Ability to gain knowledge of college procedures involving asset management. Knowledge of and familiarity with computerized accounting systems including interfaces. Strong communication, presentation, analytical and problem-solving skills. Ability to manage change. Ability to work as part of a team.  Ability to deal effectively with employees, supervisors and outside agencies and vendors. Capable of managing multiple objectives, priorities, and deadlines. Precise attention to detail and documentation. Under limited supervision, uses advanced skills gained through training and experience to perform regular audits of all college-owned Capital Assets.

Revised: 02/2007