1426 Coordinator, Property Control

POSITION IDENTIFICATION

TITLE Coordinator, Property Control

CLASSIFICATION NUMBER 1426

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Associate Director, Facilities Management

MAJOR ADMINISTRATOR Vice President for Administrative Services

GENERAL FUNCTION

The primary duties of the Coordinator, Property Control are management of the University's property, oversight of the procedures for the accountability of non-expendable property purchased by or donated to the University, assurance of compliance with State of Missouri regulations governing the sale or disposal of surplus property, management of the warehousing and sale of worn out/surplus property on behalf of the University, and direct supervision and management of Property Control and Central Receiving. The Coordinator, Property Control merchandises surplus property for sale, thus generating revenues for the University. The Coordinator, Property Control schedules and conducts departmental inventories, determines furniture requirements for classrooms and gives recommendations for non-departmental areas, and assists with administering applicable budgets to address those requirements.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required; a Bachelor’s degree in business administration or a related area is preferred.

Experience: At least three years of experience in responsible supervisory positions in inventory management, property control, logistics, or a related area is required. Experience in hazardous waste safety management, industrial safety or a related area is preferred.

Skills: Supervisory skills, particularly the ability to analyze, instruct, and delegate to others are required. Strong interpersonal communication, organizational, and administrative management skills are required. Computer skills, including the development of spreadsheets and reports, and with web and computer database applications, programs, and peripheral devices are required. Experience with accounting procedures for credit cards, accounts payable, invoices, and internal and external billing is preferred. Experience in developing and maintaining work logs and reports for management review of departmental effectiveness is preferred. Work experience in higher education is preferred.

Effort: The ability to lift and move equipment and supplies weighing up to 100 pounds is required to support staff during periods of high demand or reduced staffing.

License: A valid driver’s license is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Reduces the potential for the loss or misappropriation of non-expendable University property by establishing procedures for the receipt, tagging, distribution, and subsequent accountability of property purchased by or donated to the University, scheduling and conducting annual inventories, resolving discrepancies between inventory reports and actual on-hand property, imposing budgetary penalties on departments with missing property or equipment, and adjusting inventory records to reflect property accountability.

2. Assures the security of and assumes responsibility for new University property by
overseeing the operation of Central Receiving, assuring established policies and procedures regarding identification and documentation are followed, and securing newly delivered items from misappropriation, damage, and theft from arrival through documented delivery to the department that is purchasing the item.

3. Ensures that the University complies with the State of Missouri requirements regarding accountability of state property by establishing a schedule for annual departmental inventories, updating property lists, and maintaining auditable inventory records.

4. Prevents institutional liability and ensures compliance with State of Missouri regulations governing the sale of surplus property by enforcing State of Missouri procedures for the proper sale of surplus property including identification of property for sale, establishing sale dates, making all necessary arrangements for the conduct of surplus sales, and maintaining accountability of property sold as surplus until it is picked-up by the owners.

5. Develops technically qualified and cooperative support staff by supervising and evaluating assigned staff in Property Control and Central Receiving and assuring compliance with University policies and departmental procedures.

6. Ensures that Property Control and Central Receiving has an accurate inventory of non-expendable University property by maintaining an up-to-date computer database which lists the type and cost of all property purchased by or donated to the University, as well as the department which received the property and its location, and reconciling the inventory database with the records of expenditures for property on a quarterly basis with Financial Services.

7. Facilitates the generation of revenues for the University from the sale of surplus property by grouping surplus property for merchandising based upon an evaluation of which property items have the greatest potential for sale (its marketability) and knowledge of the surplus property market.

8. Provides property management for all University departments by transporting or arranging for the transport of worn out/surplus property to the University's warehouse, warehousing surplus property, determining if surplus property should be sold or issued to another department, delivering property to users, and maintaining accurate inventory records of property stored in the warehouse.

9. Assists faculty in completing grant proposals for scholarly activities by providing them with detailed information regarding the on-hand inventory, by make and model, of scientific, research, testing, educational, data processing, and similar equipment which is a requirement of grant proposal requests.

10. Assists University departments in obtaining property from the state's Surplus Property Division by serving as a liaison with the state office authorized to make purchases for the University.

11. Promotes surplus property sales to the community by preparing public service announcements and news releases, informing the public of the dates and conditions of scheduled sales, and making the surplus property available for inspection by potential bidders.

12. Determines furniture requirements for classrooms and gives recommendations for
non-departmental areas and helps administer applicable budgets to address those requirements.

13. Ensures fiscal responsibility and accountability through coordination and preparation of the annual departmental budget, authorizing the expenditure of funds, and administering the Property Control Budget.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Director, Facilities Management.

15. Contributes to the overall success of Facilities Management by performing all other duties and responsibilities as assigned.

SUPERVISION

The Coordinator, Property Control is supervised by the Associate Director, Facilities Management and supervises student, full-time, and part-time employees in Property Control and Central Receiving.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2025

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3.0 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 4.0 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4.0 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3.0 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4.0 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.