Property Accountability Officer Roles and Responsibilities

The roles and responsibilities that are described in this section have been drawn from the U.S. Department of Commerce Personal Property Management Manual with some deviation in order to reflect NOAA's requirements. A detailed explanation of some of these items may appear in other sections of the Personal Property website. Any official whose roles and responsibilities may be delineated here in whole or in part should not rely on this section alone for guidance but should become knowledgeable of the contents of the entire U.S. Department of Commerce Personal Property Management Manual.
The Property Accountability Officer is responsible for the personal property accountability within the accountability area for which he/she has been assigned. The Property Accountability Officer's responsibilities include:

1. Ensure the effective administration and maintenance of a system of control and accountability for personal property assigned to his/her accountability area;
2. Define custodial areas within the accountability area and appoint the Property Custodians in writing.
3. Ensure that Property Custodians have current records for assigned accountable property.
4. Ensure that Property Custodians maintain current hand receipts;
5. Ensure the prompt transfer of Property Custodian appointments, including conducting a physical inventory and the preparation of a new Property Custodian Certification;
6. Ensure that their subordinate Property Custodians are trained to Department of Commerce standards.
7. Ensure that physical inventories are completed, records are reconciled, and discrepancies are investigated and resolved;
8. Review requests for final events when lost, damaged, or destroyed personal property is reported to determine whether adequate controls and precautions were exercised;
9. Ensure that property is fully utilized, safeguarded from misuse or theft, and that unneeded personal property is promptly reported for reutilization, redistribution, or disposal;
10. Ensure the availability of all source documentation for personal property under their span of control.
11. Ensure that property identification number (bar code) labels are affixed to the accountable personal property within their span of control;
12. Ensure that all capitalized property within their span of control is identified and correctly valued for purposes of NOAA's financial statement;
13. Provide timely responses to the PM regarding required information for the monthly certified Unreconciled Payments Report (UPR);
14. Ensure the PC is reviewing their UPR weekly;
15. Ensure the PC is adding acquired assets into Sunflower before the 45 day timeframe.