Custodial Property Officer Competencies

Property Custodians are the individuals responsible for the physical custody, care, and safekeeping over property in their possession or under their supervision. Custodians often have other job responsibilities aside from the management of property. Physical inventories are an important aspect of a property custodian’s responsibilities.

The primary purpose of a physical inventory is to account for all accountable items on the custodial area’s inventory list. Regularly scheduled physical inventories must be conducted and the on-hand quantities and conditions must be reconciled to the accountable property records maintained in the accountable property system of record (APSR). The importance of this task cannot be taken lightly. Routine physical inventories establish and improve accuracy and accountability of property in the custody of the Department. Judicious physical inventories directly impact property availability, procurement actions, financial visibility, and overall supply effectiveness.

The custodial officer is responsible for assisting the Accountable Property Officer (APO) in establishing and maintaining the most accurate accountable property records possible. For example, the physical inventory only shows whether items were found. Items that were not found may have been lost, stolen, destroyed, legitimately disposed of (but unrecorded), or simply missed during the inventory. Custodial officers may have the additional duty of uncovering what happened to those items that were not found and entering the data into the APSR.

The following results should be achieved from the physical inventory:

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