Fixed Asset Coordinator

Virginia Information Technologies Agency•Chesterfield, VA

3d•$55,000

About The Position

"Greater Happens Here" Coordinate and conduct the annual physical inventory of all fixed and sensitive assets across departments. Reconcile physical inventory results to the asset management system. Investigate and resolve discrepancies with departments and update asset records accordingly. Assist departments in locating and identifying assets for inventory or audit. Tag new assets in a timely and accurate manner. Ensure all required fields are completed, including serial numbers, location codes, custodian, and acquisition details. Update tag status in asset records following tagging and location verification. Ensure proper asset categorization, useful life assignment, and depreciation setup. Ensure asset records are accurate and readily accessible for auditors. Track audit findings and assist with Fixed Asset Manager to resolve discrepancies. Prepare audit response documentation and support compliance reviews. Coordinate the surplus property process in compliance with DGS and Commonwealth Asset Management standards. Review and approve surplus forms and supporting documentation submitted by departments. Schedule and oversee surplus pickups, transfers, and disposals. Maintain accurate surplus logs and ensure timely updates in the fixed asset system. Act as point of contact with DGS for surplus approvals and related matters. Maintain accurate and complete records of all fixed assets using the approved fixed asset management system (e.g., Banner Fixed Assets, Cardinal, or FAACS). Record asset acquisitions, disposals, transfers, donations, and retirements. Ensure proper asset categorization, useful life assignment, and depreciation setup.

Requirements

Knowledge of fixed asset accounting principles, lifecycle management: acquisition, tagging, inventory, transfer, surplus, and disposal, and depreciation.
Familiarity with the Commonwealth Accounting Policies and Procedures (CAPP Manual).
Proficiency in asset management and ERP systems such as Banner, Cardinal, WASP or FAACS.
Ability to conduct detailed reconciliations and maintain audit-ready documentation.
Strong attention to detail, organizational, and time management skills.
Effective verbal and written communication skills.
Ability to work independently and cooperatively across departments.

Nice To Haves

Associate or bachelor’s degree in accounting, Business, or a related field preferred.
Experience in a higher education or government environment is a plus.

Responsibilities

Coordinate and conduct the annual physical inventory of all fixed and sensitive assets across departments.
Reconcile physical inventory results to the asset management system.
Investigate and resolve discrepancies with departments and update asset records accordingly.
Assist departments in locating and identifying assets for inventory or audit.
Tag new assets in a timely and accurate manner.
Ensure all required fields are completed, including serial numbers, location codes, custodian, and acquisition details.
Update tag status in asset records following tagging and location verification.
Ensure proper asset categorization, useful life assignment, and depreciation setup.
Ensure asset records are accurate and readily accessible for auditors.
Track audit findings and assist with Fixed Asset Manager to resolve discrepancies.
Prepare audit response documentation and support compliance reviews.
Coordinate the surplus property process in compliance with DGS and Commonwealth Asset Management standards.
Review and approve surplus forms and supporting documentation submitted by departments.
Schedule and oversee surplus pickups, transfers, and disposals.
Maintain accurate surplus logs and ensure timely updates in the fixed asset system.
Act as point of contact with DGS for surplus approvals and related matters.
Maintain accurate and complete records of all fixed assets using the approved fixed asset management system (e.g., Banner Fixed Assets, Cardinal, or FAACS).
Record asset acquisitions, disposals, transfers, donations, and retirements.
Ensure proper asset categorization, useful life assignment, and depreciation setup.