Principal Clerk - Bookkeeper

Reporting to the Bookstore Director, the Principal Clerk – Bookkeeper is responsible for managing financial transactions and reporting for the Bookstore. This includes processing invoices and reconciling credits, daily cash handling, monthly reporting, and supervising student workers. In addition to these financial responsibilities, the position includes standard sales associate duties, such as providing excellent customer service, assisting with inventory and merchandising, and supporting point-of-sale operations as needed. The role requires collaboration with buyers and the Director to maintain an efficient and successful bookstore operation.

· Submit invoices through university payment systems and processes approval and payment.

· Verify invoices against Purchase Orders in Point of Sale.

· Audit and code Bookstore Purchasing Credit Card transactions in CentreSuite system.

Maintain receipts for every transaction.

· Reconcile credit memos, resolve vendor variances, and enter credits into the university

accounting system while collaborating with Buyers to ensure accuracy. Audit ageing credits,

request refunds, and recommend appropriate actions to the Director for uncollected credits.

· Reconcile vendor statements

· Track and monitor write-offs, including theft, store use, breakage, supplies, and markdowns,

while maintaining accurate records and documentation. Verify that adjustments to the point-

of-sale system are accurate and properly recorded.

· Maintaining ledger in spreadsheet of all transactions including vendor payments and credits

received,

· Maintain and organize all files including vendor statements, invoices, credit memos, and

inventory return documentation.

· Perform Month End reporting processes.

· Perform end-of-day cash reconciliation, including preparing cash/charge transmittal forms for

management review and submission to the Business Office daily. Audit daily charge card

transactions, scholarships, online sales, and campus-wide account (CWA) transactions.

· Identify and address irregular transactions, such as drawer shortages or overages, escalating

significant discrepancies to the Director as needed.

· Maintain an accurate daily log or spreadsheet of sales and charge information for

management purposes.

· Collaborate with the Business Office to resolve any transaction-related issues.

· Set up and prepare cash drawers for the following day’s operations.

· Deliver Cash deposit to Business office weekly or more often as needed.

· Ensure adequate levels of change, bills, and coins are maintained for register operations.

· Monitor charge accounts for overdue balances and advise Director in collection actions

· Reconcile student scholarship and campus wide accounts purchases

· Coordinate, manage, and reconcile cash for all off-site events, such as book signings, sporting

events, and other activities.

· Oversee the financial and administrative aspects of book buyback, including obtaining,

reconciling, and returning excess funds, daily cash drawer reconciliation and reporting as well

as managing associated documentation. This is done in collaboration with the Textbook Clerk.

· Audit safe

- Create and maintain and update detailed step by step documentation of all processes in

Bookstore MS OneNote file.

o

o

o

o

o

o

o

o

o Perform other related duties as assigned.

o

complete responsibility for opening and closing the store, as scheduled by Director.

o

level of customer service.

o

all registers. Ensure that each register is prepared for the start of business.

o

necessary training.

· This job description in no way states or implies that these are the only duties to be performed

by the employee occupying this position. Employees will be required to follow any other job-

related instructions and to perform any other job-related duties requested by their supervisor.

· The University reserves the right to add to or revise an employee’s job duties at any time at its

sole discretion.

o A high school diploma and 2+ years of

recent accounting experience or equivalent formal training.

o At least 2 years 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

Please complete application form and include contact information for at least three professional work references. Upload required documents in the “applicant documents” section.

All offers of employment are contingent upon successful completion of a background (including criminal records) check.