Title: Surplus and Auditing Coordinator

State Role Title: Financial Services Spec I

Hiring Range: Up to $55,000

Pay Band: 3

Agency: Virginia State University

Location: Virginia State University

Agency Website: vsu.edu

Recruitment Type: General Public - G

Job Duties

Coordinate the surplus property process in compliance with DGS and Commonwealth Asset Management standards.

Review and approve surplus forms and supporting documentation submitted by departments.

Schedule and oversee surplus pickups, transfers, and disposals.

Maintain accurate surplus logs and ensure timely updates in the fixed asset system.

Act as point of contact with DGS for surplus approvals and related matters.

Maintain accurate and complete records of all fixed assets using the approved fixed asset management system (e.g., Banner Fixed Assets, Cardinal, or FAACS).

Record asset acquisitions, disposals, transfers, donations, and retirements.

Ensure proper asset categorization, useful life assignment, and depreciation setup.

Coordinate and conduct the annual physical inventory of all fixed and sensitive assets across departments.

Reconcile physical inventory results to the asset management system.

Investigate and resolve discrepancies with departments and update asset records accordingly.

Assist departments in locating and identifying assets for inventory or audit.

Tag new assets in a timely and accurate manner.

Ensure all required fields are completed, including serial numbers, location codes, custodian, and acquisition details.

Update tag status in asset records following tagging and location verification.

Ensure proper asset categorization, useful life assignment, and depreciation setup.

Ensure asset records are accurate and readily accessible for auditors.

Track audit findings and assist with Fixed Asset Manager to resolve discrepancies.

Prepare audit response documentation and support compliance reviews.

Provide guidance to university/agency departments on fixed asset procedures and requirements. Participate in cross-training within the Fixed Asset Department and support backup coverage.

Assist Fixed Asset Manager with special projects.

Represent the department at meetings, trainings, and inter-agency functions as needed.

Minimum Qualifications

Knowledge, Skills, and Abilities and/or Competencies required to successfully perform the work:

Knowledge of fixed asset accounting principles, lifecycle management: acquisition, tagging, inventory, transfer, surplus, and disposal, and depreciation.

Familiarity with the Commonwealth Accounting Policies and Procedures (CAPP Manual).

Proficiency in asset management and ERP systems such as Banner, Cardinal, WASP or FAACS.

Demonstrated ability to conduct detailed reconciliations and maintain audit-ready documentation.

Strong attention to detail, organizational, and time management skills.

Effective verbal and written communication skills.

Demonstrated ability to work independently and cooperatively across departments.

Additional Considerations

Associate or Bachelor’s degree in accounting, Business, or a related field preferred.

Experience in a higher education or government environment is a plus

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Special Instructions to Applicants:

Virginia State University is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. VSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

HOW TO APPLY:

Virginia State University only accepts applications for this position through the on-line state Recruitment Management System (PageUp). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration.

Applications will be accepted until the position is filled. Interested persons must attach a cover letter and a current resume/c.v to the online application. Official transcripts will be required at the time of employment.

The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.

Commonwealth’s Alternative Hiring Process:

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800-552-5019.

Contact Information

Name: Boatemaa Nyarko-Brentuo

Phone: 804-524-5083

Email: bnyarko-brentuo@vsu.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.