Asset and Property Technician & A/P Specialist - Roger Williams University at Roger Williams University in Bristol, Rhode Island

Job Description:

Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Thu Nov 21 2024 Job Description:

Reporting to the Director of Purchasing, the Asset and Property Technician & A/P Specialist is responsible for the day-to-day operation of asset and inventory reporting of University property and fixed assets as well as reviews purchase requests and analyzes purchase, with other procurement forms, to ensure maximum use of surplus inventory before new items are purchased, and that newly purchased items are identified, tagged and recorded. The Asset and Property Technician & A/P Specialist is also responsible for coordinating the pickup, delivery and storage of surplus assets. The Asset and Property Technician & A/P Specialist is responsible for coordinating with the full time A/P Clerk and provide back-up on the core responsibilities of the A/P clerk position, ensuring that all payments are processed in a timely manner and there are no backlogs.

Asset Management
Coordinate with department staff to ensure that all new purchases for fixed assets are identified and recorded, according to established department procedures.

Assure surplus furniture and equipment are utilized to the maximum extent possible through review of purchase requisitions.

Conduct physical inventories, identify and tag University assets, perform annual inventory and record changes in location, quantity, etc.

Record the transfer, storage and disposal of furnishings and equipment.

Order inventory bar code tags and maintain the computerized inventory system to ensure University needs are met.

Assist University departments with the arrangements to remove all surplus furniture and other assets.

Coordinate with Facilities Management for the pickup, storage and delivery of surplus office furniture and equipment.

Coordinate the disposal of non-serviceable furnishings and equipment. Coordinate with Information Technology on the location of all computer assets.

Conduct all transactions and maintain documentation for the purchase and sale of vehicles and other University assets.

Ensure that all RWU vehicles are registered and insured, maintain all documentation, and ensure that required certificates are in each vehicle.

Accounts Payable
Review invoices to ensure approvals, discounts and other identifiable information is complete and complies with University policies before processing payments. Ensures posting to the correct period according to generally accepted accounting principles, that documentation is complete and appropriate for the expense being paid, and that the general ledger account reflects the true nature of the expense.

Prepare and processes accounts payable and 1099 invoices by way of entry into the University's Enterprise Resource Planning (ERP) system.

Process checks from the ERP system, including regular accounts payable checks, electronic vendor payments, student refunds and wire payments.

Conduct a sequence of steps in the ERP system to create the check-run and verify that the transmission file totals agree with the check register.

Review the check transmission file to assure accuracy in name, address, check amount and other pertinent information.

Respond to inquiries submitted to the Accounts Payable email inbox and provides accurate, courteous responses.

Maintain the electronic invoice repository inbox and regularly reviews returned forms requiring additional information by checking the reconciliation file.

Regularly monitor bank reports for checks which have not cleared and follow up with the vendor, reissue checks and process the escheated checks as needed.

Work cooperatively with University auditors as requested.

This is a full-time (40 hours) PSSA Level 3 Clerical Union position.

Job Requirements:

High School Diploma or equivalent.

Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of University's choice.

Two years of relevant work experience with demonstrated ability to be reliable and provide high customer standards.

Must become a Notary Public. Not required to obtain position but must apply once started in role.

Preferred Qualifications

Associate's degree.

Two years of recent experience with purchasing.

Experience with Microsoft Office Suite, and the University's Enterprise Resource Planning (ERP) system.

At the University's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Additional Information:

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

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