Bookstore Financial Assistant
Job Title: Bookstore Financial Assistant
Classification: C4
Department: Bookstore
Updated: January 2019
Job Summary
Responsible for maintaining financial records for bookstore operations.
Essential Functions
- Reconcile receipts with cash, checks and charges and prepare daily cash reports.
- Monitor change fund, including cash drawers and safe, and perform daily audit.
- Prepare vouchers for vendor invoices and credit memos; batch and verify payables for accounting office.
- Maintain journals and records on electronic spreadsheets including purchase journals, cash reports, and deposit summaries.
- Maintain records to prepare and support monthly closing reports, including: cost of goods sold, retail inventory, journal entries for month end, etc.
- Reconcile budget printouts with internal records. Investigate discrepancies and make appropriate adjustments.
- Prepare monthly and quarterly financial statements. Assist in tracking budget expenditures and alert manager to concerns.
- Monitor accounts receivable, including customer invoices and vendor credits. Collect on past due accounts and request refunds as necessary.
- Communicate with vendors regarding financial transactions and reconcile differences.
- Supervise student employees.
- Other related duties as assigned.
Non-Essential Functions
- Prepare reports associated with fiscal year-end inventory. Prepare closing journal entries in consultation with manager. Act as liaison with auditors in providing information.
- Assist on the bookstore sales floor and cash register as needed.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Some college course work.
- Experience in a fast-paced marketing/business communications environment.
- One year experience in pulling and managing mailing lists from a database.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.