Capital Assets Coordinator

­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­Announcement #

2024-108

Issue Date:

04-04-24

Closing Date:

04-17-24

Capital Assets Coordinator

Property & Acquisition

Department of Finance

Hourly Wage: $20.10/Regular/Full-Time

The Capital Asset Coordinator maintains and monitors applicable accounting records for capital and controlled assets and capital projects including analyzing and recording asset acquisitions and asset disposals by asset category. Maintaining and updating Fixed Asset Management System with all assets and pertinent information on a daily basis. This position also analyzes records and reconciles general ledger transactions for controlled and capital assets to Fixed Asset Management System. Preparing and coordinating Bi-Annual Physical Inventory and performing capital asset year-end functions related to Annual Financial Reporting. Protects assets by planning and completing physical inventory audits; identifying inadequate, inefficient, or ineffective internal controls recommending improvements. Oversees and administers a government-wide capital asset management system implemented to track and maintain accountability of assets. Utilizes knowledge relative to purchasing compliances and asset management controls. Ensure accurate reporting of all capital assets, including preparing all documentation for each capital file and maintaining an efficient filing system. Prepares, processes, and maintains capital asset data by properly identifying, tagging, and recording. Also performs administrative and supervisory functions as directed.

Examples of Work Performed:

Maintains and monitors applicable accounting records for capital and controlled assets and capital projects including analyzing and recording asset acquisitions on a daily basis.

Facilitates and oversees the physical tagging of property when equipment is received, including asset identification tagging, location identification, physical count, and departmental property custodians.

Reviews, analyzes records and reconciles Fixed Asset Management System to General Ledger, and coordinates any variances with relevant fixed assets accounting staff.

Responsible for coordinating and accounting for asset disposals including surplus, cannibalized, obsolete, traded-in, inter-agency transfers on an ongoing basis.

Prepares Annual Inventory packages and coordinates the performance of Annual Physical Inventory of the Yakama Nation, including scheduling the inventory dates, reviewing and issuing update inventory instructions, training YN personnel, compiling property lists for each department, overseeing the physical inventory process through completion, including reconciling any difference.

Investigates and follows-up on any Physical Inventory audit findings.

Assist in preparing all fiscal year-end accounting documentation and reports.

Perform and co-oversee the full physical inventory audit cycle including risk management and control management over operations' effectiveness, financial reliability and compliance with all applicable directives and regulations.

Communicates physical inventory audit progress and findings by providing information to management; highlighting unresolved issues; reviewing working papers; preparing final physical inventory audit reports.

Updates job knowledge by attending educational workshops; reading professional publications; maintaining professional networks; participating in professional organizations.

Contributes to team results by welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping others accomplish related job results as and where needed.

Collate data on capital operations for each month in the agreed format for management end of month reviews.

Assists with the development of written processes and procedures for identifying, tracking, transferring, reporting, and as requested, disposing of fixed assets.

Locate filed materials upon request, ensuring that materials are given only to authorized users. Work with manager on different filing methods as required.

Prepares bulleting for public sales and helps coordinate sales events.

As directed, coordinates and oversees the work of the property & acquisition staff.

Must be able to meet the physical requirements of the position such as; lifting heavy objects, standing for long periods of time, walking, and climbing.

Must be able to work in all weather conditions.

Other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of grants & contracts policies & procedures.

Knowledge of the Generally Accepted Accounting Practices (GAAP) and Governmental Accounting Standards Board (GASB).

Knowledge of accounting procedures and a sound judgement.

Knowledge of procurement and asset management standards and procedures, laws, rules and regulations.

Ability to comprehend and follow written and verbal instruction.

Ability to operate large amounts of data and to compile detailed reports.

Ability to maintain confidentiality of work related information and materials.

Ability to communicate effectively both orally and in writing.

Add value and improve operations by bringing a systematic and disciplined approach to the effectiveness of risk management, control, and governance processes.

Experience in business administration, financial diagnosis, analyzing information, research skills, reporting research results, verbal communication, integrity and trust, project management, attention to detail, objectivity.

Have strong customer service skills and the ability to maintain an effective working relationship and to deal tactfully and diplomatically with the general public, peers, and colleagues.

Advanced computer skills on MS Office, accounting software, fixed asset management system and databases.

Problem solving and analytical skills, coupled with demonstrated ability to work with conflicting deadlines.

Business dress attire is required, however casual dress attire is permitted for scheduled physical inventory and/or other site visits.

Excellent time and attendance.

Minimum Requirements:

High school diploma or equivalent.

Four years of experience in inventory control or fixed assets work experience and applicable practices.

An equivalent combination of training and experience or education which would demonstrate the ability to perform the work.

Required to pass pre-employment drug test.

Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Tribal Driving Permit.

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.

Preferred Requirements:

NPMA Certification (CPPS or CPPA) preferred