Program Coordinator - Compliance

An Official website of the Commonwealth of Massachusetts

Job Description
- Program Coordinator I
- Compliance (260006WJ)

Job Description

Description

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.

• 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.
• 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.

• 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.

• Provide technical assistance to agency personnel on inventory systems,…