Property Clerk

Special Instructions to Applicants Please include cover sheet with resume. Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B). Job Summary Prepares and maintains the necessary data for recording USM’s personal property. Responsible for recording the acquisition of property, the tagging of property, the distribution of property, and the filing of proper documentation, as well as conducting inventory audits. Primary Duties and Responsibilities Prints and logs all purchase orders received meeting State guidelines, prints tags for and logs asset numbers assigned to each qualifying asset, and maintains database for all such transactions. This database is maintained and updated weekly in the Property Accounting shared drive for all Property Accounting and Receiving personnel to review. Assists in assigning asset numbers to all equipment purchases or donations to the University that meet the criteria of State guidelines in a timely and efficient manner. This will include all campuses including Hattiesburg, Stennis Space Center and Gulf Park (Long Beach). Completes an Acquisition Receipt on each asset sent out, and coordinates information needed on the personal property in preparation for entry by the Senior Property Accounting Clerk into the asset management program. Maintains filing system for all Purchase Orders, Acquisition Receipts, and Property Affidavits completed. Prepares outdated documents (according to University Record Retention Policy) for shredding. Assists in removing asset numbers from assets when returned for repair or transferred to other state or out-of-state institutions. Maintains documentation of all tags removed until repairs have been returned. Updates information of the repaired item, e.g., new serial number, and replaces the tag when returned. Reviews and researches outdated purchase orders (old purchase orders received, but without payment being made), and incomplete purchase orders for final resolution. Advises Property Accounting Supervisor of any issues that will require his/her attention, and performs other duties as assigned.