Position Description

DEFINITION:
To manage the college program for equipment inventory control; to develop and implement procedures for the monitoring and safeguarding of equipment; and to perform related functions as required.

SUPERVISION RECEIVED AND EXERCISED:

• This position reports to, and works closely with, the Director of Purchasing and Inventory.

• Exercises no supervision.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:

• Review all equipment requisitions in e-procurement, verifying budget codes, coordinating delivery and asset tagging with Shipping & Receiving.
• Perform all aspects of the inventory record keeping function, including creating, changing, and deleting inventory records. Print inventory tags and maintain local inventory records of minor equipment.
• Maintain the systematic property record of each fixed asset including location, category, original cost, and disposal information.
• Schedule and coordinate quality inspections for new equipment.
• Initiate all necessary paperwork related to the acquisition, disposal, and transfer of fixed assets including IT equipment disposals with recycling vendor.
• Prepare monthly fixed asset inventory reports and manage the yearly physical equipment inventory. Prepare and submit all necessary equipment reports to the VP of Business Services and/or NCCCS.
• Provide fixed asset documentation to support year-end reports and financial statements.
• Ensure all college vehicles are properly insured when added to existing inventory and removed from insurance when disposed.
• Prepare and conduct sales of surplus property. Prepare bid sheets and newspaper advertisements for equipment to be disposed of through local bid sales. 
• Coordinate the equipment transfer and disposal process. When equipment is transferred within the college, update inventory database to reflect new location. Transfer equipment to other community colleges and public schools as appropriate. Coordinate the sale and trade-in of equipment. Participate in moving equipment as necessary to ensure the completion of internal transfers and the equipment disposal process.
• Work with Budget Director to update Equipment Budget spreadsheet annually to track equipment purchases.
• Coordinate service agreements for all inventory equipment on campus and process for payment.
• Coordinate copier lease program.
• Remove equipment items from inventory when they are lost or stolen, cannibalized, or other disposition is required. Provide supporting documentation for all equipment deletions.
• Assist in investigating the loss or suspected theft of equipment. Prepare and submit the necessary forms consistent with State mandated equipment procedures. 
• Maintain registration and license plates on all motor vehicles, trailers, and vessels.
• Ensure all college vehicles are properly insured when added to existing inventory and removed from insurance when disposed.

 
Other Important Functions:

• Perform other related duties and responsibilities as assigned
• Assist the Purchasing Department with Purchasing duties when needed/required: Bank of America Works P-card system maintenance/review/reconciliations, NC E-Procurement requisition review/approvals/PO & BO processing, Fiscal Year End procedures.

• Communicate effectively, both orally and in writing.
• Assist Shipping & Receiving when needed.
• Notarize vehicle titles and other documents when required.
• Periodically review and update CFCC Procedures for Equipment Inventory Control to ensure compliance with state-mandated equipment procedures.
• Inform CFCC employees of their responsibilities regarding equipment inventory control through visits to their assigned department.

Qualifications

QUALIFICATIONS:
Knowledge of:

• Knowledge of laws, rules and regulations affecting state purchasing operations from NC Department of Administration, Division of Purchase and Contract.
• State mandated equipment inventory policies and procedures.
• CFCC procedures for equipment inventory control.
• Shipping and Receiving Department policies and procedures.

 
Ability To:

• An understanding of, and commitment to, the comprehensive community college philosophy and mission. 
• Interpret and apply Federal, State and local procurement laws and policies to ensure compliance.
• Possess strong personal and professional integrity, effective verbal and written communication skills, superb math skills, and a commitment to safety. 
• Proficiency using Microsoft Office Suite or similar products, college email and website, web-based computer applications associated with the position. 
• Ability to prioritize multiple assignments, adapt to changing priorities and situations, and follow-through on the completion of assignments. 
• Ability to work independently and/or in a team environment.

• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

 
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
 
Minimum Education/Training:

• Associate’s degree from an accredited college with major course work in business administration, accounting, or a related field.
• In lieu of an Associates’ degree, candidates will be considered with five years business-related experience.

 
Minimum Experience:

• Three years of business related experience, preferably in the area of purchasing, shipping and receiving, or equipment inventory.

 
License or Certificate

• The possession of or the ability to obtain a North Carolina Driver’s license.  Must have a clean driving record.
• The possession of or the ability to become a Notary Public in North Carolina.

Supplemental Information

Special Instructions to Applicants:
 

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
   

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.

• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.