Document Specialist

Job Title

This individual is responsible for daily inventory accountability and office administration tasks.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Duties include monitoring the team mailbox for incoming email and responding to requests in a timely manner. Assist customers with hardware/software requests. Answers phones for the office in a timely manner. Prepares paperwork for incoming and outgoing equipment. Monitors ticketing system and addresses hardware being issued/returned from customers. Maintains 100% accountability for all assets for hand receipts on contract.

Performs other duties as assigned or required.

Knowledge and Skills

• Apply regulations and other directives affecting property accountability. Train, develop, and mentor personnel on property accountability policies, processes, and procedures.
• Assists staff sections in the management of hand receipts. Trains all appointed hand receipt holders on established policies and procedures set forth by the organization's chain of command.
• Establishes a system of monitoring and controls to ensure that all items of non-expendable property issued to hand receipt holders (including government contractors) are accounted for as prescribed by regulation.
• Schedules and directs physical inventories of all accountable property.
• Serves as point of contact and advisor for auditors, inspectors, and investigators of property accountability operations.
• Ensures annual/semi-annual inventories are conducted and properly recorded.
• Serves as the subject matter expert in all aspects of property accountability procedures and operations for the organization.
• Develops and evaluates property accountability policies including but not limited to the Command Supply Discipline Program, Financial Liability Investigation of Property Loss (FLIPL), Statement of Charges, and hand receipt inventories.
• Develops central control functions to develop, revise, and change equipment authorization inventory data as dictated by changes in mission support.
• Maintains 100% property accountability to include equipment on hand, and/or on valid requisition or redistribution orders. Uses database management programs.
• Process excess equipment for disposal as necessary.
• Generates standard operating procedures and/or forms for property transactions including but not limited to the Command Supply Discipline Program, FLIPLs, vouchers, turn-ins, and receipt of equipment.
• Maintains document control and ensures that appropriate actions are taken within prescribed timelines set forth by regulations.

• Knowledge of MS365 applications.
• Skill in operating a personal computer utilizing various software including web-based programs.
• Skill in working independently, multitasking, prioritizing projects, and meeting deadlines.
• Works well in a team environment but is also a self-motivator.
• Aids in creating a friendly and working environment.
• Knowledge of database administration process would be helpful.
• Skill in using analytical and research skills in performance of job duties.
• Organizational and multitasking skills are required.

What You Bring:

• An associate degree in IM-related field; OR equivalent combination of education, training and experience. Two (2) years' experience working in customer relations.
• Must successfully complete a T1 investigation prior to hire.

Additional Requirements: May be required to work outside the traditional work schedule.

Minimum Physical Requirements: The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position requires persistent repetitive movements of the hands, wrists and fingers and the ability to sit for long periods of time. Ability to lift computer equipment daily.