Job Information
St. Lawrence University Principal Clerk (Bookstore) Bookkeeper in Canton, New York
Position Information
Position Title Principal Clerk (Bookstore) Bookkeeper
FLSA Non-Exempt
Primary Responsibilities
Position Summary
Provide and maintain complete accounts payable bookkeeping records for the Bookstore. Closing the store on a scheduled basis and opening and/or closing as needed. Prepare and maintain journals and ledgers on a daily basis, to be utilized for monthly reports. Review vendor statements to determine account status and reconcile discrepancies. Prepare reports for management purposes as designated. To provide routine retail clerical duties expected of all staff. To provide primary supervision on regularly scheduled weekend days, and at other times as specified.
Duties and Responsibilities
Accounts Payable
· Approve and reconcile invoices with purchase orders in Point of Sale ( POS ). Extend all invoices at cost and retail, as needed.
· Prepare, batch, and process accounts payable and credit memos. Transmit information to Business Office.
· Create debit memos to vendors for charge backs to vendors. Reconcile credit memos, resolve variances with vendors.
· Audit aging credits to request refunds and make recommendations to the Director for aging credits.
· Reconcile vendor statements with Bookstore records in POS .
· Monthly enter breakage, store use supplies markdowns and write offs and record and file documentation.
· Maintaining ledgers in POS , checks received on account, accounts payable, credits received and prepayments as requested by vendors.
· Annual files are maintained of return forms (by #), accounts payable and credits (by vendor name).
· Responsible for obtaining, reconciling and returning extra money for Book Buy.
· Cross trained to perform Accounts Receivable responsibilities as back-up.
Accounts Receivable
· End-of-Day cash reconciliation.
o Prepare cash/charge transmittal for management review and submission to Business Office. Audit charge card transactions (and online sales) and CWA account transactions.
o Ascertain and remedy irregular transactions including drawer shortage/overage.
o Maintain log of daily sales/charges, etc. for management purposes.
o Confer with Business Office to resolve problems.
· Daily transmittal and reconciliation of credit card sales and A/R including daily/weekly deposits
o Monitor charge accounts for overdue balances and advise business office in re collection actions
· Reconciling student and campus accounts
· Monthly reporting- including authorization of Bookstore Purchasing Credit Card transactions
· Plan for, provide, oversee and reconcile cash for all out of building events {book signings, sporting events, etc.}.
· Oversee payroll submission for all regular and student employees including:
- Provide and maintain all forms for new hires, temporary and student employees
· Audit safe
· Sales Associate Duties
o Customer service: Provide the highest level of customer service; ensure proper quality control of merchandise, maintain forms and cash levels, keep checkout area neat and orderly. Maintain secure point-of-sale and monitor security system. Respond to customer needs, box or wrap merchandise, promote good will between Store/University and the customer/public.
o Provide first line sales floor security: Maintain awareness of potential shop lifting, respond appropriately to perceived shop lifting activities, respond to security gate alarms.
o Inventory: Assist in merchandise processing as requested; receive, price and stock merchandise, keep merchandise and displays neat and orderly; create in-store displays, help with advertising, actively participate in store merchandising meetings and strategy discussions.
o Shipping/receiving: Prepare shipments and appropriate documentation for returns, mail orders, and other shipments; determine best method of and cost for shipping, maintain all logs, prepare reports as designated.
o Store maintenance: Supplement custodial service, including dusting, vacuuming, washing windows, mopping, and empty trash cans as needed. Perform routine maintenance on store fixtures and displays including painting and repair in emergency situations
o Textbook department: Provide clerical assistance in the receiving, returns, physical inventory, counter clerk service, semester-end book buyback.
o Off-location sales: Participate in off-location sales events (Appleton Store Team Store, University readings, etc.)
o Store supplies: Order and track specified store supplies as directed. Including wrapping paper, ribbons, bags, and boxes.
o Perform other related duties as required.
Schedule: 8:30-5pm most days,9:30-6pm when they need to close which would be generally 1 or 2 days per week. (Days flex week to week with weekend work included).
Minimum Qualifications
Qualifications/Skills
· Position requirements:
o A high school diploma and 2+ years of recent accounting experience or equivalent formal training.
o At least 1 year in a customer service focused position
o Ability to work weekends and evenings as needed
o A proven track record of providing the highest level of customer service
o Intermediate technical knowledge required along with the desire and ability to grow technical skills in retail business.
o Ability to take direction, follow instructions, and complete projects satisfactorily with or without close supervision.
o Basic arithmetic skills to include calculating percentages, discounts, and creation and use of excel formulas.
- Fluent use of in-store computer system—reports, inventory, ordering.
o Experience working in a technology driven work environment including the willingness to embrace changing industry technology and trends
o Ability to work with/manage/move items up to 35 pounds.
Preferred Qualifications
Salary $17.37 - $24.01 (CSEA Level 15). The actual compensation will be determined based on experience and other factors permitted by law.
Status (FT, PT, Seasonal, Temp) Full-time (12 months)
Posting Detail Information
Posting Number ST01165
Desired Start Date
Open Date (to accept applications)
Close Date (date applications will not be considered)
Open Until Filled Yes
Special Instructions to Applicant
Please complete the online application form and include a minimum of three (3) professional references. Required documents can be uploaded in the “applicant documents” section of the application. All offers of employment are contingent upon successful completion of a background (including criminal records) check. For additional information about St. Lawrence, please visit www.stlawu.edu.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- Please describe you experience working in a technology driven environment including applications you have experience with.
(Open Ended Question)
Do you have bookkeeping or related work experience?
Yes
No
Please describe your experience in a customer service oriented environment?
(Open Ended Question)
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Reference Letter 1
Reference Letter 2