Property Control Auditor

Illinois State Toll Highway Authority•Downers Grove, IL

10d•Onsite

About The Position

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers. The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues. Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust. In support of this vision, the Property Control Auditor is responsible for ensuring the accurate and timely preparation of fixed asset reports for use by the Auditors, both internally and externally. The Property Control Auditor coordinates the identification of newly purchased fixed assets and oversees the transferring of current Tollway-owned fixed assets throughout the Tollway system. The Property Control Auditor oversees the disposal of current Tollway-owned fixed assets and administers annual physical inventories at various Tollway locations.

Requirements

A high school diploma or equivalent is required.
Excellent knowledge of Microsoft Word, Excel, and Outlook is required.
Attention to detail is required.
Excellent verbal and written communication skills are required.
Ability to interact effectively with various levels of management and to communicate well with staff and vendors is required.
Ability to compose memos and reports is required.
Two (2) years of warehouse inventory security, control, and asset management are required.
Two (2) years or more of demonstrable relevant experience of a high degree of skill in accounting for property at a central location is required.
A valid Illinois Driver’s license is required.

Nice To Haves

College is strongly desired.
Experience in coordinating work of logistics and distribution is desirable.
Knowledge of modern warehouse design methodologies and processes is desirable.
Any experience managing inventory at satellite locations is desirable.

Responsibilities

Enters data into the SAP/SUN systems for asset control purposes.
Performs analysis of the information reported by the system.
Responsible for monthly reconciliations, scheduling, and preparation of site audits on an annual basis.
Works directly with internal/external auditors and ensuring proper application of Tollway control policies and procedures.
Provides formal reports to the Tollway’s Property Control Manager to document problems with asset discrepancies and makes recommendations for improved controls for all remote site audits.
Initiates and maintains a historical analysis of asset control performance for all asset locations.
Coordinates annual fixed asset audits with the using departments responsible for each physical asset location or department and will report problems and recommend improved control procedures as necessary.
Monitors all asset activity concerning updating information on the SAP/SUN systems, tagging new assets, deletion of scrapped/sold assets and ensuring that paperwork is processed properly.
Develops procedures for effective asset management and implements improved control methods for asset accountability.
Interacts with Finance personnel in obtaining payment status on capital equipment orders and discussing discrepancies during the monthly reconciliation process.
Collaborates with Purchasing/Warehouse personnel to verify proper accounts that assets should be classified when purchased and to be aware of the delivery schedules of all assets in and out of the Warehouse.
Assists outside auditors during the performance of their annual compliance audit in all areas of our fixed asset management reporting and procedures.
Assists the Authority’s internal audit staff when conducting audits involving asset identification, tracking and reconciliation to financial reporting.
Provides accurate and timely reconciliation of monthly changes in asset activity.
Develops management reports for improving asset audit tracking from acquisition to disposal.
Reconciles any asset discrepancies that are found.
Provides written justification and documentation for submission to Finance.
Assists the Property Control Manager concerning the tagging, deletion and transferring of assets.
Assists in Planning, schedules, coordinating and directs annual physical audits, at all locations, to ensure proper control records are accurate.
Recommends control procedures that remote sites can utilize to enhance asset accountability.
Monitors asset shipment reports for assets enroute to sites or out for repair and notifies clerical personnel to process their paperwork.
Communicates with location supervisors and middle management responsible for localized asset control to coordinate and conduct the audit process.
Organizes, interprets, and creates related asset reports to fulfill any requests from various departments.
Monitors all activities concerning the updating of information on the fixed asset database through the SAP/SUN systems.
Establishes procedures for handling special asset groups, proper transferring of assets, control of assets under warranty and repair transfers.
Coordinates asset ordering with Purchasing and Warehouse personnel to insure proper accounts are charged and asset classification is appropriate.
Completes other duties or tasks as required or assigned.