Asset Management & Procurement Coordinator (104068)

Employees Retirement System of Texas; Austin (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

The Employees Retirement System of Texas (ERS) seeks an experienced administrative specialist to support property management, warehousing, mail, and records processes. You will use CAPPS Financial System, SPA, PeopleSoft, Excel, SharePoint, and Outlook to manage requisitions, inventory, and communications with internal divisions.

This position emphasizes accuracy, timely processing, and coordination with multiple teams.

Qualifications

• Graduation from an accredited senior high school or equivalent plus 60 college hours.
• Three years’ experience in property accounting, receiving, and/or inventory management including warehousing.
• One year experience with Excel, Word and Outlook.

Responsibilities

• Enter, monitor, and update requisitions in CAPPS Financial System with accurate communications.
• Maintain electronic files in Excel, SharePoint, and SPA; track changes and reminders via Outlook.
• Use SPA to enter property data; reconcile with internal records; log assets in PeopleSoft.
• Organize annual inventories; coordinate with staff and validate results from SPA and databases.
• Prepare digital documentation for surplus transfers using SharePoint and Excel; ensure approvals.

Skills

Property accounting

Inventory management

Office administration

Education

High school diploma plus 60 college hours

Tools

CAPPS Financial System

SPA

PeopleSoft

SharePoint

Excel

Word

Outlook

Job description

Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success.ERS is open for business five days a week, 8:00 am to 5:00 pm, to meet customers where they need us: in person, on the phone, in their communities, and online. ERS currently offers opportunities that include flexible work schedules.

Performs complex (journey-level) administrative and operational support work. Work involves assisting with property management, warehouse operations, supply distribution, mail and print services, and recordkeeping. Works under the general direction of the Operations Services Supervisor with moderate latitude for the use of initiative and independent judgment.

Essential Responsibilities include, but are not limited to:

• Enters, monitors, and updates requisitions in the CAPPS Financial System, ensuring accuracy, timely processing, and clear communication with internal divisions regarding status and required actions. Uses using tools such as Outlook to communicate status updates with divisions and Excel spreadsheets to track deadlines, follow ups, and supporting documentation.
• Supports an efficient system of property oversight by maintaining electronic files using Excel, SharePoint, and internal accounting tools. Regularly updates digital records, tracks changes, and sends reminders and coordination emails through Outlook. Recommends workflow improvements based on system data and reporting.
• Uses the State Property Accounting System (SPA) to enter property data and reconcile information with internal accounting records. Logs supplies and furniture in PeopleSoft, tracks updates in Excel, and communicates with divisions via Outlook to ensure timely confirmation of received items.
• Organizes and oversees annual inventory activities by creating schedules and tracking assignments in Excel, coordinating with staff through Outlook, and validating results using system generated reports from SPA and internal accounting databases.
• Prepares and maintains digital documentation for surplus transfers and disposals using SharePoint, Excel, and internal tracking systems. Coordinates with relevant divisions through Outlook, ensuring all electronic paperwork and approvals are completed promptly and accurately.
• Ensures the warehouse and dock area remain organized and safe by coordinating recycling pickups, pallet returns, and general workspace upkeep. Communicates with vendors and internal teams, tracks related activities, and maintains electronic logs as needed.
• Provides print and mail services by operating copy center and mail insertion equipment, processing outgoing mail, performing mail runs, and coordinating mass mailings.
• Provides administrative support by entering requisitions, tracking orders, distributing supplies, performing courier duties, and assisting Operations Services leadership with assigned tasks.

Other Duties and Responsibilities:

• Conducts research and reviews operational information, including technical or policy issues, mail processing specifications, and contract related documentation.
• Supports receipt and acceptance of freight and materials by inspecting deliveries, operating equipment such as scales, laminators, folders, cutters, drills, binders, and strappers, and ensuring proper handling and documentation.
• Develops and maintains operational recordkeeping and filing systems; gathers statistical data and assists with preparing reports related to mailing volumes, postage usage, and operational metrics.
• Coordinates distribution of ERS publications and materials by working with internal divisions, state agencies, and institutions of higher education to ensure materials reach customers accurately and on time.
• Performs other duties as assigned including assisting others in Operations Support.
• Attends work regularly in accordance with agency leave and attendance policies.
• Complies with all applicable agency policies and procedures, including safety and standards of conduct.
• Performs other duties as assigned including assisting others in Operations Support.
• Attends work regularly in accordance with agency leave and attendance policies.
• Complies with all applicable agency policies and procedures, including safety and standards of conduct.

Required Minimum Qualifications:Your application for employment must reflect how you meet each of the following minimum qualifications:

1. Graduation from an accredited senior high school or equivalent, plus 60 semester hours of college credit.Qualifying experience beyond the minimum required may substitute for education.
2. Three (3) years’ experience in property accounting, receiving, and/or inventory management work, including warehousing experience.
3. One (1) year experience with Microsoft Excel, Word and Outlook.

Preferred Qualifications:Your application for employment should reflect how you meet the following preferred qualifications:

1. Course work or training in office administration and/or computers applications.
2. Experience with SPA or CAPPS.
3. Experience in mail or copy center operations.
4. Experience interacting with vendors; checking shipments for accuracy, completeness, serviceability, damage replacements, etc.
5. Experience in property disposal procedures with a local, state or federal agency.
6. Experience with automated receiving system.

Additional information:

Selected candidates may be required to complete a skills assessment to evaluate proficiency.

PLEASE NOTE:All submissions should contain complete job history entries, which includes job title, dates of employment, name of employer, and a description of duties performed as related to the position you are applying for. Resumes lacking sufficient detail, such as a summary of experience in lieu of progression of work history may not meet minimum qualifications.

Other Information: In accordance with state law, authorization for telework may not be awarded to an employee as a condition of hiring. As an agency process, new employees complete a 30 day fully onsite period before evaluation for a telework agreement. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquiries can be made to [e-mail]. Please note: Internal applicants in the same salary group and classification as the posted position are eligible to receive an increase in salary where applicable up to the posted maximum.

ERS does not sponsor or assume sponsorship of an employment visa at any time.

Military Occupational Specialty Codes:

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at [e-mail] with questions or for additional information.

Email: [e-mail]

Web: www.ers.texas.gov

Relay Texas TDD: [phone]

LinkedIn: https://www.linkedin.com/company/employees-retirement-system-of-texas/