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Asset Management Office Coordinator (OFFICE COORDINATOR, Option 2)

at Illinois Department of Innovation & Technology in Springfield, Illinois, United States

Job Description

25% Under direction, serves as the Asset Management Office Coordinator for the Department of Innovation and Technology (DoIT):

  • Develops and prepares complex databases and spreadsheets for special reports and records.
  • Assists in obtaining and coordinating inventory information.
  • Keyboards and performs data entry of information to prepare reports, documents, correspondence, and spreadsheets.
  • Assists with investigation and detailed inventory asset analysis to ensure proper inventory control.
  • Reviews data entry, storage, and retrieval methods to design spreadsheets and databases to generate documents and reports.
  • Gathers information and prepares documents and reports on program activity and compliance.
  • Receives and evaluates documents to determine acceptability or compliance.

 

20% Performs duties in the flow and processing of information and documents concerning Asset Management and inventory control:

  • Maintains vast filing systems of correspondence and inventory files of a complex and sensitive nature.
  • Coordinates physical inventory programs.
  • Tracks and monitors the installation, relocation, and maintenance of the Electronic Data Processing (EDP), network, data, and telecom/voice equipment across the state through various inventory management systems.
  • Enters asset information into inventory management systems such as ServiceNow, EMS, SAP Enterprise Resource Planning, various Excel spreadsheets, Word documents and other tracking documents and databases.
  • Follows Property Control Procedures for receiving and relocating EDP, network data, and telecom/voice inventory equipment.
  • Assists in the annual certifications of the EDP/Data and Telecom inventory.
  • Analyzes and reconciles monthly comparisons between inventory systems.
     
Job Responsibilities Continued

15% Coordinates multi-function computer systems and databases and monitors inventory management system activity:

  • Maintains system security measures in accordance with DoIT rules and regulations and the Property Control Act.
  • Tests inventory management systems for accuracy and reliability.
  • Updates inventory records based on documentation received from Infrastructure support.
  • Monitors the daily update of the DoIT Property Control system through SAP Enterprise Resource Planning and other secondary inventory systems.
  • Performs back-up procedures to ensure information is maintained in system.

 

15% Maintains complex database records for incoming/outgoing equipment: 

  • Coordinates inventory orders and approvals for installation and movement of DoIT managed equipment by utilizing various inventory management systems, spreadsheets, and databases.
  • Assists in maintaining the large-scale IT equipment for all agencies served by DoIT including personal computers, laptops, monitors, printers, servers, mainframe, and storage equipment, etc.

 

10% Serves as designated lead worker: 

  • Assigns and reviews work
  • Provides guidance and training to assigned staff
  • Advises immediate supervisor regarding performance of staff

 

10%  Provides information or assistance to clients and the general public:

  • Responds to inquiries through written or direct oral communication and explaining procedures and rules.

 

5% Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

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Job Posting: 11933778

Posted On: May 28, 2024

Updated On: Jun 10, 2024

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