Whoever is in this position must be able to perform all of the Task Statements which are considered to be Essential Functions with or without a reasonable accomodation.

Task Statements which are considered to be Essential Functions:   98%

40%

Coordinate and maintain an automated in-house computer system which involves the completion of broad clerical duties compiling a numerous assortment of records to assure compliance with Title 39 of Louisiana State Property Control Regulations. Responsible for subsequent accountability for approximately 22,000 items valued at more that $28 million housed in almost 100 locations, six of which are locations out of town. In conjunction with SLU's in-house system, records must also be entered and maintained on the State of Louisiana's AM18 Property Management System with constant surveillance to assure harmony of the two agency's files. This requires:

1. Compiling, recording and entering all applicable data on two (2) computer on-line systems, SLU's and LPAA's. Responsible for tracking and identifying federally funded property as required by LPAA. Differentiating between state and federally funded purchases as well as donated items on SLU's file for internal audit purposes;
   
2. Tracking, recording and entering a location change as they occur for all currently owned property.
   
3. Recording and entering data on changes to existing property, such as: building name update, serial number change resulting from a manufacture swap-out, more explicit description, dollar value change due to installation of additional enhancements to existing equipment, etc.;
   
4. Record and input the deletion of property to transfer to surplus, stolen, dismantle for parts, scrap, etc. to SLU's system;
   
5. Examine monthly computer reports from the state's Property Management System to ensure that both agencies files are in agreement. Reconcile reports, and if not in agreement, determine the reason for the discrepancy and take the necessary corrective measure.
   

20%

Direct supervision of Clerk III to insure Property Control functions are carried out as required. This includes the tagging of new property with a regulation State of Louisiana property tag in either the Receiving Station as items are received or at the receiving department; arrangement and labeling of property being surplused to LPAA for pickup by them; placement and removal of property in the storage area maintaining organized area; tracking University property being sent out for either repair or replacement; re-tagging of property as the providing vendor honors the guarantee for a malfunctioning unit and replaces it with another unit; other appropriate duties as they arise. Preform above duties in the absence of the Clerk III.

12%

Maintain a central depository of moveable property, recording receipt of in-coming property. Exhausting all possible efforts for internal utilization of useable departmental surplus. Make contact with likely recipients and show items to same. Authorize and coordinate the transfer of property within SLU. Determine if damaged property is repairable by evaluation using age and cost of repair versus cost of replacement as well as probable future use, to determine if repair is justifiable and if so, initiate action for repair. Determine when most idle moveable property should be surplused, preparing hard copy disposal documents for the directors signature or using the direct online data entry method.


Coordinate the transfer of property from SLU with personnel of the receiving facility. Directly supervise the Clerk III or in his absence functional supervision of the University moving crew which consists of one foreman and up to five (5) crew members, as it relates to the aforementioned movement of University property to both on and off campus destinations.

10%

Coordinate the annual inventory and (*)exercise functional supervision over the property custodians, otherwise known as department heads. Also, exercise functional supervision of the clerical personnel in the completion of 136 individual departmental inventories which have anywhere from 10 to 1,400 items and $2,200 to $2,120,000 each with a total University inventory of more than 22,000 items valued at more than $28 million. This involves obtaining departmental inventory printouts from our internal Computer Services department in various formats as requested by individual departments. Preparing an instructional cover letter and mailing complete package out to each department. Approve and accept returned inventories that are accurate or disapprove and reject departmental inventories not completed as requested or those which have an unacceptable percentage of unaccounted for items or ambiguous notations. Close scrutiny is involved to insure that all departments return their inventory as required and on a timely basis. As discrepancies arise or when deemed appropriate, periodically perform random inventories. Or assist as needed to insure that all phases of the inventory are completed within the guidelines and allocated time for eventual certification.

04%

Prepare required certification package for the Division of Administration after the completion of the annual inventory. This includes the reconciliation of departmental inventories, investigating records to determine cause of discrepancies, compilation of any adjustments and entering these adjustments into the online system, thus correcting the University master listing. An item for item, dollar for dollar comparison is then made to the State master listing with exceptions noted in the cover letter along with proposed corrective measures. The certification package also includes a compiled list of items which were missing but have been located, a discrepancy report for each of the last three years which consists of those items missing and not found. And an accompanying BF-11 report requesting permission to remove those items which have been missing from the first year through the last three. The completed package is then submitted for DOA for their approval.

Define, organize, set up and submit computer generated reports to comply with department requests which involves designing a computer format that is individualized for departmental needs when the standard report is not adequate; and/or likewise to enhance Property Control's operation. Knowledgeable of SLU's Report Generator program so as to respond to those requests and make suggestions to accomplish efficiency and effectiveness. Also re-define existing report to streamline and serve the ever changing needs of all concerned.

02%

Formulate and execute current and long range plans to maintain and enhance the Property Control program utilizing the University mainframe computer system when appropriate. Examples are increasing or decreasing field lengths for maximum efficiency. Conceived and implemented a perpetual property tracking system. Continually striving to place new procedures into practice for streamlining the Property Control operation.

01%

Maintain files and provide related information on any one of the 22,000 plus items on inventory such as date acquired, original price, verification of serial number, vendor name and/or address which are all requested at times by various State or University personnel.

01%

Review all purchasing documents to determine which items require tagging and keep open file on those orders until items are received and tagged.

01%

Keep abreast of and coordinate the implementation of State and Federal regulations by studying the Louisiana Register or other correspondence giving guidelines and mandates from both agencies and following through with the necessary action for implementation.B

01%

Maintain a central repository of Agency Master Listing, State Master Listing, Agency monthly transactions, property movement forms (Work Orders), acquisition forms (Purchase and Release Orders along with Purchase Requisitions) corresponding receipts (Receiving Reports), disposal documents (BF-11s), departmental inventories and certification packages for audit by and or while in conference with internal or Legislative Auditors.

01%

Assist and advises University administrators, professional personnel and at times outside individuals and/or organizations of Property Control guidelines and regulations.

01%

Review all Police Reports on stolen or vandalized state property and follow through with paperwork for appropriate action by LPAA.

01%

Initiate action for the removal of scrap metal by the State approved contractor coordinating removal with University personnel and scrap contractor, handling any problems that may arise. Obtain weight ticket/for removed scrap and subsequent check, forwarding these along with BF11 to LPAA.

01%

Responsible for maintaining acquisition files on University owned vehicles, apply for, obtaining and maintaining Certificates of Registration and Vehicle Title files.


Travel to satellite campuses to accomplish Property Control related tasks. These locations consist of: Baton Rouge School of Nursing; Biological Research Center at Turtle Cove in Manchac; Agriculture Research Station in Franklinton; Continuing Education's Off-Campus sites in Covington, Denham Springs, Bogalusa; and Camp Moore Commemorative Area in Tangipahoa.


Compose and type correspondence to University administrators, property custodians or outside agencies in varying degrees of complexities.

Task Statements which are considered to be Marginal Functions:   2%

02%

May perform any other duties as assigned by supervisor.