Position Objective: The Property Accountability Manager will provide services to the National Institute on Drug Abuse (NIDA) within the National Institutes of Health. The primary objective is to provide services and deliverables through performance of support services related to property accountability and inventory management.
Duties and Responsibilities:
Provide administrative support for the physical inventory of supplies and equipment
Document the control of assets within assigned buildings
Identify and affix an NIH decal to all accountable property items
Utilize Property Management Portal to track status of accountable assets and resolve reported discrepancies
Work with staff on tracking missing properties and discrepancies
Ensure that all assignments meet audit standards to provide accountability and control for all non-expendable property
Coordinate and conduct the process of modifying, updating, decaling and entering new property in the Property Management Inventory System
Track missing property and fill out corresponding paperwork
Perform receiving activities related to newly acquired and delivered equipment
Coordinate and conduct entire process of decaling new accountable and non-accountable items
Assign and physically affix decal numbers to all new accountable equipment in various buildings
Record relevant information such as serial numbers, model numbers, manufacturers name, building and room number, and accountable user name
Perform record keeping, prepare paperwork and file as necessary to account for missing accountable property
Coordinate and assist with the physical inventory and reconciliation process
Disseminate information and instructions necessary for completion of reconciliation
Provide administrative support for purchasing, acquisition and inventory
Process excess inventory for surplus
Utilize an electronic property management database to record property transactions
Create and maintain property records
Support property transaction documents and reports on a current basis
Maintain a broad range of property management records and maintain reports of all discrepancies and infractions
Establish and maintain recordkeeping and filing systems related to inventory control via designated inventory system
Perform regular reviews of un-decaled property queues
Support de-provisioning activities for equipment
Review various databases to research missing items, misclassified documents, inappropriate entries, etc., and take steps for correction or deletion
Set up and format spreadsheets; gather and analyze information; prepare documents
Input technical information into charts, graphs and spreadsheets for use by various technical and non-technical audiences
Reconcile undecaled worksheets and new acquisitions
Review and coordinate record keeping and filing for all property transfers and disposal
Collect data and vital information and assist in the preparation of a variety of required reports
Collect data to provide summaries and reports for use in analysis and management decisions
Review and generate required reports of Institute property
Document and maintain all personal property records for expendable and non-expendable government-owned property within designated buildings
Interact with staff to exchange/obtain information to accomplish property related transactions
Process and record internal and external property transfers
Generate property passes
Review documents for trade-in
Process property transfers including disposal procedures for excess property
Generate and maintain property passes for staff and offsite repairs
Surplus and retire excess property per NIH and Institute SOP
Serve as a resource to assigned programs and administrative staff for property management policies and procedures
Work with staff in completion of accountability procedures including hands-on assistance
Conduct property meetings for program areas and staff
Serve as Accountable Property Manager for IRP; perform integrated management and control of IRP assigned materials
Maintain data and information to be used in periodic reports on a monthly, quarterly, and annual basis and special reports as required
Collaborate with Property Accountability Officer (PAO) at NIDA Headquarters to ensure property coordination and compliance at the IC level
Advise, guide, and work with Property Custodial Officers (PCO) and Property Users at the IRP to ensure compliance with NIH and IC-specific property regulations and procedures
Stay abreast of NIH policies, procedures, and technology for the accountable property process at the IRP
Coordinate the physical inventory of items to resolve discrepancies as well as arrange predetermined cyclic inventory schedule
Maintain the IRP shipping and receiving department including staff; ensure the safe receiving and distribution of IRP acquired goods
Determine individual workload requirements; ensure that finished work and methods used are technically accurate and in compliance with instructions or established procedures
Ensure IRP fleet vehicles and courier service; maintain maintenance schedule and coordinate service actions as required
Develop courier schedule and provide necessary courier services between the IRP and various NIH and non-NIH duty stations
In conjunction with the supervision of the assigned vendor, provide guidance of the work of contractors under the Facilities Management Assistant (FMA) labor category
Provide oversight in scheduling of the FMAs to ensure accurate coverage daily during business hours
Develop, communicate and assign Standard Operating Procedures (SOPs) regarding shipping and receiving procedures to be followed by the FMAs
Assign routes, schedule, and frequency of courier trips to NIH facilities undertaken by the FMAs
Assign mail delivery tasks to FMAs, including any special pick up or drop off requests
Conduct team meetings with FMAs to provide and elicit status of tasks
Work products and documents related to serving as Accountable Property Manager for IRP; integrated management and control of IRP assigned materials; data for reports
Work products related to collaborating with Property Accountability Officer to ensure property coordination and compliance at the IC level
Work products related to coordinating physical inventory; resolving discrepancies; arranging inventory schedule; overseeing shipping and receiving; managing receiving and distribution of goods
Work products related to determining workloads; ensuring finished work is technically accurate and in compliance
Work products related to overseeing IRP fleet vehicles and courier service; maintaining maintenance schedule; developing courier schedule
Meeting updates presented to lab members
Qualifications
Basic Qualifications:
Bachelor's degree in general business or similar field of study
Minimum of 12 years of experience in Inventory management or shipping and receiving services.
Skilled in Inventory management or Shipping and Receiving Services
Practical knowledge of supply principles, concepts, and methodologies
Experience in database management; deliverable review and acceptance; tracking and reconciliation
Preferred Qualifications:
Ability to communicate effectively, orally and in writing, with non-technical and technical staff
Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.
This position is contingent upon contract award.
