Inventory Accounting Coordinator 2 (Multiple Positions)

Coordinates capital asset accounting, inventory control, and Subscription-Based Information Technology Arrangement (SBITA) accounting to support accurate financial records, asset accountability, and timely reporting. Performs reconciliations, prepares journal entries and reporting schedules, coordinates physical inventories, and supports audit requests and campus training. Works under the direction of the Executive Director, Inventory Management, and submits accounting conclusions, adjustments, exceptions, and recommendations for review and approval.
EDUCATION
Bachelor’s degree in Accounting, Finance, or a related field.
WORK EXPERIENCE
Three to five years of experience in accounting, fixed asset accounting, inventory control, or related financial operations. Experience with fixed asset or ERP systems is required; Oracle Fusion experience is preferred. Governmental or K–12 accounting experience is preferred.
TYPE OF SKILL AND / OR REQUIRED LICENSING / CERTIFICATION
Working knowledge of GASB standards, especially Statements No. 34, 87, and 96; capital asset accounting; SBITA accounting; general ledger reconciliations; and audit documentation. Advanced Excel skills and proficiency in fixed asset or ERP systems. Strong attention to detail, organization, analytical ability, and communication skills. Ability to manage deadlines, research discrepancies, maintain confidentiality, and explain procedures clearly. Familiarity with TIPWeb-IT and DebtBook is preferred. No specific license or certification required.
LEADERSHIP RESPONSIBILITIES
Provides work coordination and technical guidance for assigned projects and inventory accounting activities. May lead project tasks involving two or more employees, monitor progress, and assist with escalated technical issues while performing related work. Does not have formal supervisory responsibility or authority over hiring, discipline, performance evaluations, or department strategy.
WORK COMPLEXITY / INDEPENDENT JUDGMENT
Work is varied and requires selecting and applying accounting procedures and detailed guidelines.
Exercises judgment in researching transactions, reconciling records, and recommending corrections.
Receives direction on complex assignments, new priorities, and exceptions to established procedures.
BUDGET AUTHORITY
Compiles and organizes budget data and monitors assigned account activity. Recommends corrections and identifies variances. Budget commitments and changes require authorized management approval.
PROBLEM SOLVING
Resolves routine and non-routine accounting and inventory issues within established procedures.
Recommends process improvements and refers significant discrepancies, potential asset losses, and policy exceptions to management.
IMPACT OF DECISIONS
Work affects the accuracy of asset records, financial reports, and audit support; adjustments and significant decisions are subject to established review and approval controls.
COMMUNICATION / INTERACTIONS
Collaborates with campus contacts, department staff, Finance, IT, and auditors to clarify information and resolve assigned issues.
CUSTOMER RELATIONSHIPS
Provides timely, accurate guidance on established procedures, handles sensitive information appropriately, and refers unresolved or sensitive matters to leadership.
WORKING / ENVIRONMENTAL CONDITIONS
Work is normally performed in a central office environment, with travel to district campuses, departments, and warehouses for asset verification and inventory activities. Requires sustained computer use and review of large data sets. Ability to carry and/or lift less than 45 pounds.
1. Capital asset records. Maintains accurate capital asset records in accordance with GASB Statement No. 34 and district capitalization thresholds and policies. Reviews supporting documentation and records additions, transfers, disposals, impairments, and retirements promptly in the fixed asset system through established approval workflows.
2. Depreciation and amortization. Calculates, records, and reviews depreciation and amortization using approved useful lives and methods. Maintains supporting schedules for capital assets and assigned lease activity under GASB Statement No. 87, as applicable, and submits adjustments for review.
3. Reconciliations and journal entries. Reconciles capital asset subsidiary ledgers and related accounts to the general ledger monthly and at fiscal year-end; researches and resolves discrepancies. Prepares journal entries and supporting schedules for capital asset activity and processes approved entries within assigned system permissions.
4. SBITA identification and inventory. Reviews technology agreements for applicability under GASB Statement No. 96 and submits documented accounting recommendations for approval. Maintains a complete SBITA inventory with contract terms, payment schedules, implementation costs, and renewal or termination dates.
5. SBITA calculations and reconciliation. Calculates subscription liabilities and right-to-use subscription assets, including present value calculations and amortization schedules, using approved assumptions and methods. Reconciles SBITA balances and activity to the general ledger and works with Procurement, IT, and departments to capture new and modified agreements.
6. Financial reporting. Prepares capital asset and SBITA schedules, rollforwards, and supporting documentation for period-end close and the Annual Comprehensive Financial Report (ACFR), including the Capital Assets note and related disclosures. Submits schedules and proposed disclosures for management review.
7. Audit and compliance support. Serves as a primary operational contact for external auditor requests related to capital assets and SBITAs, providing samples, documentation, and explanations in coordination with leadership. Assists with audit findings and approved corrective actions; maintains records consistent with federal, state, TEA/FASRG, and district requirements.
8. Asset identification and tracking. Identifies, tags, and tracks capital and non-capital controlled assets and inventory across campuses and departments, including federally funded, grant-funded, and eRate-funded assets. Maintains location, custodian, and funding records; monitors established tagging timelines; and supports compliance with applicable Uniform Guidance requirements under 2 CFR Part 200.
9. Physical inventories and discrepancies. Plans, coordinates, and conducts assigned annual and periodic physical inventories and reconciles results to system records. Investigates missing, lost, stolen, or damaged assets, documents findings according to district procedures, and escalates potential losses and unresolved discrepancies to leadership.
10. Transfers and disposal. Processes approved asset transfers between campuses and departments and supports surplus, salvage, and disposal procedures. Verifies required documentation and approvals, updates records, and preserves an audit trail. Maintains assigned vehicle title records and related asset schedules.
11. Collaboration and training. Trains and supports campus and department staff on asset procedures, tagging, and inventory responsibilities. Works with Purchasing, Accounts Payable, Facilities, Technology, and Grants Management to capture assets accurately. Monitors assigned system interfaces and supports data validation, user testing, and system changes involving Oracle Fusion, TIPWeb-IT, and DebtBook, as applicable.
12. Analysis and process improvement. Produces reports and analysis on asset activity, inventory status, compliance, and performance indicators. Monitors assigned budget activity and variances; recommends and helps implement approved improvements to policies, procedures, internal controls, and system use.
Coordinates assigned workflow, follows district financial procedures, and performs other job-related duties as assigned.

Skills
Accounting, Excel, Process Improvement, Procurement, Inventory Management, ERP, Documentation

Experience
3-5 yrs