Job Title: IT Acquisitions & Inventory Coordinator
Date Posted: 12-08-2006
Job Location: Massachusetts-Boston
Job Type: Full Time
Education Level: Associate Degree
Work Experience: 2+ to 5 Years
Job Shift: First Shift
Yearly Salary:DOE (Depend on Experience)
Company Name: American Student Assistance
Company Website: www.amsa.com
Contact Information: American Student Ass   American Student Ass (jobs@amsa.com)
Job Description:
Responsible for coordinating, reviewing, categorizing, the justification and acquisitions for
all IT expenditures. Performing budget coding tracking and reporting for IT capital and
non-capital expenditures. Work with vendors and facilitate contract renewals for IT related
hardware and software. Responsible for asset change control, software compliance, and
environment IT schematics.

ESSENTIAL FUNCTIONS
1.Prepare purchase requisition forms, acquisition for expenditure forms, and other related
expense forms for expenditures
2.Perform budget coding on all IT acquisitions and invoices
3.Track incoming receivables, back ordered status, and validate approval for payments
4.Receive, validate and prepare AFE, PO, and invoices in a timely fashion for approval
5.Works closely with all Systems disciplines and coordinate purchase information to document
purchase justification.
6.Coordinate and monitor IT expenditures and perform budget tracking and reporting
7.Coordinate expenditure budget status with IT managers, monthly adjust actual expenditures
and coordinate status with Finance
8.Assists Manager and Director in preparing the annual IT budget
9.Work with Finance to ensure currency and resolve anomalies 
10.Perform asset controls to assist in managing computer hardware and software and
inventories; responsible for asset tagging 
11.Ensure timely of all annual software and hardware maintenance agreements
12.Maintain contract information (e.g., leasing terms, licensing information, expiration
dates, products names, terms, amendments); interact with IT staff to ensure information is
accurate
13.Questions purchases to ensure correlation with technology product roadmap
14.Verify price quotes and terms with vendors and confirm delivery expectation
15.Review and identify relevant information in PO’s, invoices, AFE’s to ensure completeness
16.Coordinate vendor return authorizations, warranty shipments, and reconcile inventory and
budget
17.Verify depreciated IT assets with IT management and report status to Finance
18.Coordinate proper disposal for aged IT assets
19.Interaction with IT staff to ensure information is accurate
20.Research, comprehend, software licensing schemas, maintain compliance
21.Communicate software compliance and enforce policy to all authorized System/IT
administrative staff
22.Responsible for helpdesk and budget tracking matrix reporting
23.Responsible for diagramming server and PC inventory

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty
listed above satisfactorily. 

Working knowledge of PCs, including MS Office is required. Strong competence with MS Excel,
Word & Access is required. Experience with MS Visio helpful. Must be highly organized and
attention to detail

Knowledge of computer, networking, and telephony concepts. Proven customer service and
analytical experience. Self-motivated and highly team oriented. Capable of multi-tasking,
working under stress, and prioritizing tasks. Position requires excellent oral and written
interpersonal communication skills.


EDUCATION AND EXPERIENCE
Associates degree in Business Administration, related field or equivalent, bachelors
preferred. Accounting and IT background desired.

Require 2 years performing booking keeping, maintaining contract renewals, maintaining vendor
relations and preparing acquisitions preferably for computer related assets.


IT Acquisition & Inventory Coordinator Expectations

External Support
•Assist end-users requesting capital and non-capital expendatuers. Seek and coordinate their
justifications to process an Acquisition for Expenditure form.
•Verify with Finance budget coding and accrual balances
•Coordinate invoice approvals and process with Accounts Payables
•Routinely meet with Finance to improve processes
•Verify depreciated assets to communicate to Finance
•Work with Finance to ensure currency and resolve anomalies
•Ensure timely of all annual software and hardware maintenance agreements; interact with
system’s staff to ensure information is accurate
•Confirms purchases to ensure correlation with technology product roadmap
•Confirms purchases to meet delivery expectation to the end-user need, project, support
requirement
•Ensures proper license use and compliance
•Verify depreciated assets and report to Finance

Internal Support
•Coordinate and track purchase requisitions for IT management
•Ensure purchases are received, deployed, and inventoried
•Inventory incoming receivables and validate approval for payment
•Coordinate and monitor IT expenditures and provide real-time budget tracking and reporting
•Support Director and Manager in preparing annual IT budget
•Perform asset controls to assist in managing computer hardware and software inventoris;
perform asset tagging
•Maintain contract information (e.g., leasing terms, licensing information, expiration dates,
product names, terms amendments); interact with IT staff to ensure information is accurate
•Questions purchases to ensure correlation with technology product roadmap
•Coordinate inventory licensing and compliance
•Coordinate proper disposal of aged assets
•Provide helpdesk and budget tracking matrix reporting
•Provide documented diagramming for server and PC inventory

Email: jobs@amsa.com
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