Facilities Management Specialist - Procurement Associate III

Title: Facilities Management Specialist - Procurement Associate III

Salary Range: $$3,490 - $4,363 per month

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: Bluegrass Community & Technical College

Campus Location: Bluegrass C&TC - Leestown Campus

Department: Finance and Operations

Total Rewards

Bluegrass Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The facilities management specialist is responsible for maintaining, monitoring, and coordinating all inventory management functions for the Bluegrass Community and Technical College. This position ensures that all functions with respect to the college asset inventory function and disposals are handled in accordance with KCTCS business procedures, compliance with all state statues and federal requirements. The management of the inventory function includes the complete product cycle from input of the product to the surplus of the product through the appropriate requirements. The facilities management specialist is responsible for receiving all college purchases that are made by Purchase Order. In addition, the facilities management specialist is responsible for an annual audit of 8,000 asset and equipment inventoriable items valued at approximately $69 million, by working collaboratively with the purchasing department, information technology management, facilities management, academic departments, and the KCTCS facilities management staff. The facilities management specialist is responsible for maintaining accurate, timely, and confidential records for asset inventory management and reporting the content to the director of purchasing and accounts payable.

Job Duties:

• Ensure asset and equipment function and disposals are handled in accordance with BCTC and KCTCS policies and procedures and in compliance with all state statues and federal requirements. Involve director of purchasing by direct email about failed compliance of policies or procedures.
  
  
• Coordinate inventory management for all campuses.
  
  
• Ensure asset and equipment inventory reports and disposal records are accurate, complete and maintained in an organized manner and entered into Peoplesoft when an inventoried item is purchased, donated, moved and/or disposed of.
  
  
• Oversee the deposition of surplus property.
  
  
• Oversee the inventory removal process for inventory and the follow up to ensure the asset removal by KCTCS.
  
  
• Responsible for the receiving function at the college and receiving on items purchased via Purchase order in a timely manner.
  
  
• Supervise inventory specialist.
  
  
• Coordinate scrap procedures for BCTC.
  
  
• Conduct annual audits based on all assets and inventory items that are recorded in the official record of in-service items in Peoplesoft. Specifically, two audits: capital asset and equipment inventory.
  
  
• Submit audit or unlocated items status report to director of purchasing and accounts payable one month before the audit completion date. The audit completion dates are on 4/30/XX for the capital asset audit and the equipment inventory audit.
  
  
• Review and submit updates to the manager of purchasing on the asset management website and the employee handbook on a semi-annual basis.
  
  
• Serves as a liaison for campus re-cycling programs when it pertains to disposal of inventoried items.
  
  
• Evaluate and interpret policies and procedures to ensure organizational compliance, identify gaps or inefficiencies, and proactively recommend and implement process improvements.
  
  
• Lead clear and effective communication with faculty and staff at all organizational levels to provide guidance on procedures, ensure process understanding, and facilitate consistent application of operational standards.
  
  
• Performs additional assignments as requested

Minimum Qualifications:

• Bachelor’s degree in a related field, and four years of related experience or equivalent.  

Preferred Qualifications:

• Bachelor’s degree in a related field, and six years of related experience or equivalent.

Additional Skills Requested:

• Commitment to the mission of a comprehensive community and technical college and to personalized business services.
  
  
• Knowledge of federal, state, and local laws governing facilities and inventory management.
  
  
• Understanding of legal and audit constraints with respect to facilities and inventory management concerns the college.
  
  
• Personal and professional integrity with an emphasis on confidentiality and attention to detail.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.