Program Coordinator II - Asset Management & Inventory

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The Department of State Police is seeking a Program Coordinator II with the Compliance Unit under the Division of Administrative Services (DAS) Asset Management and Inventory Operations, who will be responsible for coordinating, administering, and evaluating the Department's fixed asset and inventory management program.

This position ensures effective operations, compliance with applicable laws and policies, and the integrity of inventory systems through analysis, reporting, and process improvement.

The incumbent will also provide technical assistance, develop procedures, support audits, and collaborate with internal units and external partners to ensure accurate tracking and maintenance of the Department's assets.

Key Duties and Responsibilities:

Asset Management & Inventory Operations

• Administer the full lifecycle of fixed assets, including acquisition, tracking, assignment, transfer, and disposal.
• Process asset transactions in MOSAIC and other internal software systems in accordance with Commonwealth Fixed Asset Policy, and standard operating procedures.
• Oversee shipping, receiving, inspection, tagging, and distribution of equipment and supplies.
• Maintain accurate inventory records, including property control numbers, documentation, and supporting files.

Inventory Monitoring, Reconciliation & Analysis

• Coordinate and conduct periodic and annual physical inventories; ensure full participation and completion.
• Analyze inventory data to identify discrepancies, trends, and areas for improvement.
• Reconcile inventory differences by researching variances and ensuring corrective actions are documented and implemented.
• Monitor asset transfers and track compliance with required documentation and procedures.

Audit, Compliance & Reporting

• Review and analyze inventory records and processes to ensure compliance with applicable laws, regulations, and policies.
• Prepare reports, correspondence, and documentation related to inventory activities, audits, and compliance reviews.
• Support internal and external audits by compiling records, validating data, and responding to inquiries.
• Monitor procurement and inventory activities to ensure adherence to established standards.

Technical Assistance, Training & Communication

• Provide technical assistance and guidance to agency personnel regarding inventory systems, procedures, and compliance requirements.
• Respond to inquiries from staff and external stakeholders regarding asset management and inventory processes.
• Provide on-the-job training to staff on inventory procedures, systems, and best practices.
• Maintain liaison with internal units and external agencies to exchange information and resolve issues.

Program Coordination & Oversight

• Coordinate and monitor asset management and inventory control program activities to ensure compliance with established standards, policies, and procedures.
• Evaluate program operations by reviewing data, reports, and inventory results to assess effectiveness and recommend improvements.
• Confer with management and agency personnel to determine program needs, resource availability, and performance standards.
• Develop, implement, and update procedures and guidelines to support program goals and ensure consistent operations.
• Review reports, correspondence, and documentation for accuracy, completeness, and compliance.

General Responsibilities

• Maintain accurate and organized records, including inventory files, logs, reports, and correspondence.
• Participate in meetings, special projects, and program initiatives.
• Perform related duties as required to support program operations.

'',''!*!

The Department of State Police is seeking a Program Coordinator II with the Compliance Unit under the Division of Administrative Services (DAS) Asset Management and Inventory Operations, who will be responsible for coordinating, administering, and evaluating the Department's fixed asset and inventory management program.

This position ensures effective operations, compliance with applicable laws and policies, and the integrity of inventory systems through analysis, reporting, and process improvement.

The incumbent will also provide technical assistance, develop procedures, support audits, and collaborate with internal units and external partners to ensure accurate tracking and maintenance of the Department's assets.

Key Duties and Responsibilities:

Asset Management & Inventory Operations

• Administer the full lifecycle of fixed assets, including acquisition, tracking, assignment, transfer, and disposal.
• Process asset transactions in MOSAIC and other internal software systems in accordance with Commonwealth Fixed Asset Policy, and standard operating procedures.
• Oversee shipping, receiving, inspection, tagging, and distribution of equipment and supplies.
• Maintain accurate inventory records, including property control numbers, documentation, and supporting files.

Inventory Monitoring, Reconciliation & Analysis

• Coordinate and conduct periodic and annual physical inventories; ensure full participation and completion.
• Analyze inventory data to identify discrepancies, trends, and areas for improvement.
• Reconcile inventory differences by researching variances and ensuring corrective actions are documented and implemented.
• Monitor asset transfers and track compliance with required documentation and procedures.

Audit, Compliance & Reporting

• Review and analyze inventory records and processes to ensure compliance with applicable laws, regulations, and policies.
• Prepare reports, correspondence, and documentation related to inventory activities, audits, and compliance reviews.
• Support internal and external audits by compiling records, validating data, and responding to inquiries.
• Monitor procurement and inventory activities to ensure adherence to established standards.

Technical Assistance, Training & Communication

• Provide technical assistance and guidance to agency personnel regarding inventory systems, procedures, and compliance requirements.
• Respond to inquiries from staff and external stakeholders regarding asset management and inventory processes.
• Provide on-the-job training to staff on inventory procedures, systems, and best practices.
• Maintain liaison with internal units and external agencies to exchange information and resolve issues.

Program Coordination & Oversight

• Coordinate and monitor asset management and inventory control program activities to ensure compliance with established standards, policies, and procedures.
• Evaluate program operations by reviewing data, reports, and inventory results to assess effectiveness and recommend improvements.
• Confer with management and agency personnel to determine program needs, resource availability, and performance standards.
• Develop, implement, and update procedures and guidelines to support program goals and ensure consistent operations.
• Review reports, correspondence, and documentation for accuracy, completeness, and compliance.

General Responsibilities

• Maintain accurate and organized records, including inventory files, logs, reports, and correspondence.
• Participate in meetings, special projects, and program initiatives.
• Perform related duties as required to support program operations.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor''s degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don''t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor''s degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don''t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

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