Property Control Associate (Office Associate, Opt. 1)

State of Illinois•Springfield, MO

8d•Hybrid

About The Position

This position serves as a Property Control Associate for the Department of Innovation & Technology (DoIT) performing a variety of complex, specialized clerical inventory functions and assistance. In this role, you will prepare and maintain complex monthly spreadsheets and reports for specialized inventory control record reports for the DoIT Property Control Officer. Additionally, you will utilize the State Inventory System to enter inventory tag sheet information for all equipment belonging to DoIT. DoIT is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DoIT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents. DoIT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.

Requirements

Requires knowledge, skill and mental development equivalent to completion of high school.
Requires two (2) years of office experience.

Nice To Haves

Two (2) years of professional experience working with inventory systems, including entering and verifying equipment tag sheet information, assigning transaction codes, and monitoring updates in a centralized state inventory database.
Two (2) years of professional experience preparing inventory reports, including maintaining monthly spreadsheets, calculating inventory totals, and compiling specialized records such as surplus, deleted items, or certification documents.
Two (2) years of professional experience conducting equipment inventories, including reviewing inventory records, assisting division with annual inventory tasks, and organizing documentation for internal and external auditor review.
Elementary knowledge of State of Illinois Property Control Act, rules, and regulations or similar, including verifying documentation for compliance and assisting with annual discrepancy and certification reports.
Elementary knowledge of inventory tag sheet information and transaction codes, such as verifying completeness of tag sheets, entering accurate equipment data, maintaining proper identification, or funding codes.
Ability to multitask and remain organized with multiple competing priorities, such as managing monthly submissions, maintaining inventory files, coordinating with multiple sources, and preparing documents for audit reviews.
Demonstrated verbal and written communication skills, such as responding to questions from property control liaisons, preparing memorandums, and coordinating with warehouse and accounting staff to resolve inventory issues.
Ability to gain and maintain cooperative working relationships with associates, vendors, clients, and others, including collaborating with staff, accounting offices, division liaisons, and auditors to maintain accurate and compliant inventory records.

Responsibilities

Serves as a Property Control Associate for the Department of Innovation & Technology (DoIT) performing a variety of complex, specialized clerical inventory functions and assistance, including reviewing equipment inventory tag sheets for completeness to verify required procedures have been followed in accordance with state property control rules and regulations.
Prepares and maintains complex monthly spreadsheets and reports for specialized inventory control record reports for the DoIT Property Control Officer, including reviewing reports to identify description and location codes of DoIT inventories for certifying as agency equipment.
Utilizes the State Inventory System to enter inventory tag sheet information for all equipment belonging to DoIT, including new and transferred equipment and assigning appropriate transaction codes for proper entry of equipment.
Assists DoIT Property Control Officer with the annual inventory report, including compiling inventory lists by location code to send to DoIT division property control liaisons.
Performs and monitors annual inventory, including organizing files for review by internal and external auditors such as current inventory records, surplus report records, location code records, and transferred equipment records.
Communicates with DoIT warehouse and accounting staff to verify and maintain that information is entered and recorded correctly from the tag sheet, including following up on corrections or inquiries to be made to paperwork or the computer programs responsible for recording information in the computer system for the agency inventory.
Distributes inventory tags to divisions and keeps accurate records and files of inventory tags, including ordering the inventory tags for distribution.
Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Benefits

Competitive Group Insurance benefits including health, life, dental and vision plans.
Flexible work schedules (when available and dependent upon position).
10 -25 days of paid vacation time annually (10 days for first year of state employment).
12 days of paid sick time annually which carry over year to year.
3 paid personal business days per year.
13-14 paid holidays per year dependent on election years.
12 weeks of paid parental leave.
Pension plan through the State Employees Retirement System.
Deferred Compensation Program – voluntary supplemental retirement plan.
Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).
Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.