Asset Management Office Acquisitions Team Lead

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Program Specialist I-serves as team lead in support of the various functions in Asset Management Office, Acquisitions Team. Work includes but is not limited to providing support, coordinating with other agency program areas such as purchasing, accounting and state-wide property management for asset management related tasks and functions. Coordinate, train asset management statewide inventory coordinators and AMO team staff in daily functions of asset management program task completion related to job function duties. Serve as subject matter expert for support to external program area customers. Ensures compliance with the Comptroller of Public Accounts policies and procedures for agency property management. Prepares, review and provide special reporting related to program area key measures and inventory results data, used to maintain inventory systems, and ensure updates are completed accordingly. Perform asset management duties include asset tracking, tagging, inventorying, and updating system asset records. Review and provide guidance with purchase requisitions for asset related purchases in CAPPS workflow, ensuring appropriate asset coding is used. Educate and provide guidance to asset custodians in their roles and responsibility related to asset care and custodianship responsibility. Assist in the program analysis and make recommendations to management and implement approved procedural or policy changes to improve or comply with legislative changes. Keep records current and maintain asset management program files. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Assist in other duties as needed. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Coordinates with asset management staff, internal and external program areas to ensure completion of asset related task and functions. Communicate via email making sure reports identifying asset update and corrections are being completed by statewide inventory coordinator roles. Perform analysis to create individual training needs. Train inventory coordinator roles to navigate and make entries into inventory system related to asset updates, acquisitions, and disposal methods. Provide training for multi-agency state-wide annual inventory. 35%

Reviewing workflow asset containing requisitions and purchase orders to ensure correct asset coding is in place and recommend corrections when necessary. 10%

Analyzes internal program area asset processes, make improvement recommendations, and implement procedural or policy changes approved by management to improve operations and ensure program compliance with legislative mandates. 10%

Prepare, review, and provide management with specialized asset management reports providing status updates of asset management program area key measures to track task completion and ensure management set program objectives and goals are being met. 10%

Assist program management with the review, analysis and then makes recommendations to asset management on how to reduce risk associated to asset care. Recommend policies and procedures improvements and assists in implementation of approved changes. 10%

Coordinate, perform, schedule, and conduct inventory spot checks with other program areas statewide. Make recommendations to program area to ensure compliance with asset management standards are met. Inventory, asset tag and update asset records with results where needed.10%

Serves as program area subject matter expert in support of answering inquiries, trouble shooting, and asset management related training, for key point of contacts, internal and external asset management customers. 15%

Knowledge Skills Abilities:
Knowledge of Asset Management programs, policies, and procedures; of the methods, principles, and practices of the agency.
Skilled in coordinating inventorying activities involving various programs.
Skilled in use of computer and office software such as but not limited to Outlook, Word, Excel, and Access.
Ability to use critical thinking to analyze and identify improvements for operations, processes, and procedures.
Skills in use of automated inventory system and reporting generated.
Skills in use of appropriate asset inventory tagging methods.
Skills in assigning tasks to others, leading teams from various backgrounds for timely completion of tasks, goals and or project by set due dates.
Ability to study and evaluate programs and propose recommendations to management to improve asset control and tracking.
Ability to interpret and apply agency policies and procedures.
Ability to communicating professionally, effectively with various management levels.
Must be able to train others in learning asset management job specific functions.
Knowledge in asset related requisitioning and purchasing to ensure appropriate asset coding.
Ability to plan, schedule and monitor tasks and or events to ensure timely completion and adherence to specified guidelines.
Prefer a minimum of 2 years’ experience in an asset management in role.
Skills in generating program performance and other management reports.

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