22304 - Inventory Mgmt Analyst

Coordinate activities and projects for assigned inventory program area(s)

To administer, manage and maintain IMS Inventory operations and, or Major Equipment and Fixed Asset Accounting programs district-wide.

Administer VDOT’s Major Equipment Fixed Asset Accounting Program

• Ensure compliance with policies and procedures.
• Maintain major equipment web-based database and data entry of additions, deletions and changes to equipment status.
• Prepare and distribute detailed analysis reports.
• Conduct physical annual inventories on major equipment assets.
• Maintain major equipment files, to include major equipment surplus.

Administer the District Leased Equipment Program

• Monitor, interpret and ensure compliance to established policies and procedures.
• Collect lease forms and record data in the state leased equipment accounting system.
• Identify training needs and coordinate training classes.
• Provide comprehensive data timely to auditors.

Inventor Data Review and Analysis

• Monitor and analyze inventory data.
• Provide guidance as it relates to applicable policies and procedures.
• Interpret policies and procedures.
• Create and provide inventory management reports to supervisors.

Inventory Program Compliance

• Conduct inventory program activities in compliance with established policies, procedures and guidelines.

Inventory Program Management

• Ensure required materials are available to support core functions and events.
• Monitor purchases and inventory to ensure they meet specifications.

Major Equipment, Salvage and Surplus Program

• Oversee district inventory salvage and surplus property program.
• Identify and ensure proper identification and disposal of obsolete, salvage and surplus procedures are followed.
• Cookinate donations of surplus and obsolete or sale of items to various state and local agencies and localities.
• Prepare reports of disposed items for submission to DGS.
• Develop and conduct Major Equipment and Salvage and Surplus policies and procedures training.

Minor Equipment

• Administer district’s minor inventory equipment.
• Monitor and ensure district’s compliance to applicable policies and procedures.
• Ensure Minor Equipment databases and documentation are up to date and accurate.
• Monitor Inventory: Monitor stock or assigned inventory items at all locations.
• Perform physical counts as needed.
• Perform transaction reviews, develop reports of findings.
• Monitor Inventory: Review and monitor inventory operations of all district stock locations.
• Conduct compliance reviews and associated physical inventory counts.
• Prepare and distribute summary of findings, making recommendations to management.
• Aid management in developing and implementing corrective action plans related to non-compliance issues.
• Perform reviews of IMS transactions, ensuring there are no outstanding items.
• Ensure appropriate segregation of duties, compliance to IMS policies and procedures and deadlines are met.
• Monitor, reconcile and process IMS accounting suspense cost centers and journal vouchers.
• Establish guidelines and operational procedures for stock locations.
• Cookordinate advertisement and work with management to identify and dispose of obsolete and surplus stock.
• Determine need and provide on-going IMS training to Inventory Managers and Data Entry Operators.

Records Retention

• Manage administration of the record retention program for district.
• Ensure records are stored or disposed of properly and in compliance to the Record Retention Policies and Procedures.
• Act as point of contact for Records Management Division and conduct record retention site visits.
• Communicate and coordinate policy to district staff.
• Identify training needs and coordinate training classes.

Statewide Committees

• Serve on Statewide committees providing input on decisions and policies.
• Communicate progress, results and information to program leaders or other stakeholders.

Technical Guidance and Training

• Provide technical guidance, problem resolution and training on assigned inventory program area.
• Serve as point of contact and liaison on inventory related issues and problems.
• Develop and update resource and training materials.
• Develop and conduct policy and procedure training.

What Will Make You Successful

• Ability to analyze financial transactions and reports, prepare summaries and recommend course of action for others.
• Ability to analyze, reconcile and evaluate data and prepare appropriate reports.
• Ability to communicate effectively orally and in writing; to interpret and apply policies and procedures.
• Ability to interpret and apply inventory, accounting and procurement policies, principles and methods to appropriate department needs.
• Ability to lift and or to carry up to 50 lbs.
• Ability to multi-task, set priorities, and organize work to meet deadlines.
• Ability to plan, organize and set own priorities with minimal supervision.
• Ability to provide extraordinary customer service.
• Ability to research, assemble, prepare documentation for internal auditors and Auditor of Public Accounts.
• Ability to work independently.
• Knowledge of automated financial, accounting or inventory systems.
• Knowledge of inventory management controls and compliance review processes.
• Knowledge of record retention and surplus policies and procedures.
• Skill in the use of computers and software applications to include MS Office.
• Working knowledge of warehousing and inventory procedures.

Minimum Qualifications

• Ability to analyze, reconcile financial transactions, reports, prepare summaries and courses of actions for others.
• Ability to communicate effectively orally and in writing.
• Ability to independently organize and prioritize workload while providing extraordinary customer service.
• Experience applying inventory practices, compliance, GAAP, procurement and internal control concepts.
• Experience interpreting, applying inventory, accounting and procurement policies.
• Skill in the use of computers and software applications.
• Valid driver's license.

Additional Considerations

• A combination of training, experience, or education in Accounting, Business, or related field desired.
• Experience with automated procurement, inventory, finance or accounting systems.