Program Coordinator I - Compliance

The Department of State Police is seeking a Program Coordinator I within the Compliance Unit under the Division of Administrative Services (DAS) Asset Management and Inventory Operations. The Program Coordinator I will coordinate and monitor activities related to the Department's fixed asset and inventory management program and support effective program operations and compliance with applicable laws, policies, and established procedures.

The position maintains and analyzes inventory records; coordinates asset transactions; prepares reports and documentation; provides technical assistance; supports audits and compliance reviews; and recommends operational improvements.

Key Duties and Responsibilities:

Asset Management & Inventory Operations

• Coordinate and monitor the lifecycle of fixed assets, including acquisition, receiving, shipping, inspection, tagging, assignment, distribution, transfer, storage, surplus, and disposal.
• Process fixed asset transactions in MOSAIC and other internal software systems in accordance with Commonwealth Fixed Asset Policy, ADM-30, and established standard operating procedures.
• Process and maintain supporting documentation for fixed asset transactions and disposition changes with the Asset Management team.
• Maintain accurate fixed asset and inventory records, including property control numbers, acquisition information, descriptions, cost information, location, supporting documentation, and related forms and logs.
• Coordinate with Department units to keep asset tracking and property records accurate and current.
• Review receiving documentation, packing slips, and shipments for accuracy and completeness; document and follow up on shortages, damages, incorrect shipments, and other discrepancies.
• Ensure inventory labels or other property identification are affixed to designated assets and equipment and assist staff with completing required equipment disposition documentation.

Inventory Monitoring, Reconciliation & Analysis

• Coordinate and participate in periodic and annual physical inventories in accordance with Department requirements.
• Prepare annual fixed asset inventory materials for Department units, monitor responses and completion, and follow up on incomplete or outstanding submissions.
• Review inventory records to identify discrepancies, missing information, unusual activity, and issues requiring follow-up.
• Research inventory variances, reconcile records, and coordinate corrective actions.
• Maintain perpetual inventory records by gathering inventory data, completing required forms and logs, and updating designated tracking tools.
• Monitor asset transfers and transfer orders, following up on documentation, approvals, signatures, and responses.
• Prepare routine reports on inventory activities, variances, and outstanding items.

Audit, Compliance & Reporting

• Review inventory records and activities for compliance with applicable laws, Commonwealth and Department policies, and established procedures.
• Prepare reports and supporting materials for inventory activities, audits, compliance reviews, transfers, and dispositions.
• Assist with internal and external audits by compiling records, validating information, organizing supporting documentation, and responding to requests for information.
• Monitor assigned procurement and inventory activities and report potential compliance issues, discrepancies, or operational concerns to management.
• Review reports, correspondence, forms, and documentation for accuracy, completeness, required approvals, and compliance with established requirements.

Technical Assistance, Training & Communication

• Provide technical assistance to agency personnel on inventory systems, procedures, forms, and requirements.
• Respond to inquiries from Department staff, external stakeholders, and other organizations regarding asset management, inventory, receiving, transfer, and disposition processes.
• Orient staff on inventory procedures, documentation, system requirements, and property accountability.
• Coordinate with internal units and external agencies to exchange information and resolve routine asset and inventory issues.
• Communicate with Department members transferring units to ensure assigned property is accurately tracked and required information is shared with appropriate inventory personnel.
• Follow up on missing or incomplete responses while maintaining professional communication.

Program Coordination & Monitoring

• Coordinate assigned asset management and inventory activities to ensure compliance with established policies and procedures.
• Review program activities, reports, and inventory results to identify issues, trends, and opportunities for improvement.
• Keep management informed of program activities, operational issues, resource needs, and matters requiring attention.
• Assist with implementing and maintaining asset management and inventory procedures and guidelines.
• Recommend operational improvements based on data, research, and observed issues.
• Document standard operating procedures and assist with asset management and inventory projects.

General Responsibilities

• Maintain accurate and organized records
• Assist with maintaining inventory storage areas and handling surplus or obsolete items in accordance with established procedures.
• Assist with special assignments and other program activities as directed.
• Perform related duties as required to support program operations.