Bookstore Procurement Clerk

Apply now Job no: 516355
Classification:Fiscal Technician 2
Grade:Grade 76 (9% GeoDiff)
Work type:Staff Part-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Kodiak College
Location: Kodiak
Categories: Business/Accounting/Finance, Office/Clerical

Position Summary:

Business Office/Bookstore/Procurement position is part time, 12 month with benefits. This position performs all purchasing functions in support of students, staff and faculty. Maintain bookstore including: ordering textbooks, returning overstock, keeping supplies stocked and cashiering duties. Must have office experience, excellent human relations and organizational skills, oral and written English proficiency, independent critical thinking skills. Purchasing, cashiering, inventory and Banner System experience preferred. Must be able to travel off island for training.

Duties:

10Open the bookstore and account for the cash drawer and verification of the end of day deposits and receipts. Produce and maintain spreadsheets for students, staff and faculty course materials required each semester.Essential
15Perform point of sale receiving for textbooks, general supplies and merchandise. Evaluate and review inbound purchases for accuracy and resolve vendor discrepancies. Research, quantify and resolve publisher, edition and distributor issues. Communicate textbook revisions to faculty. Process Student Financial Aid Textbook Vouchers and Book Buyback.Essential
20Identify and establish small procurement items to maintain stock of commonly used items of staff and faculty such as pens, notepads and paper. Purchase items to keep bookstore stocked with resale items, maintain inventory of resale items to include ensuring compliance of KoC logo with UA policy. Organize site visits, market research, price analysis, review documents for sole source, brand names and other compliance issues.Essential
40Create, edit and complete purchase orders on Banner from purchase requisitions submitted upon approval to ensure compliance with BOR policy and regulation. Determine and choose the appropriate method of procurement by researching and referencing regulations, prior purchases and by contacting vendors and users as necessary. Prioritize processing of orders to ensure time sensitivity with each purchase, following up on orders to ensure delivery and finalization to the AP department, to include bi weekly review of open encumbrances and determine status with resolution of encumbrance with AP. Responsible for supporting and researching documentation for puchases to include requests over the $5000 threshold to move forward to UAA Procurement Dept. Maintain archiving of documents Ensure proper account codes are utilized and vendor information is currenEssential
5Provide back up to the Accounting Supervisor for Purchase Requisitions to include verification of budget and sign off on budget authority and proper account coding prior to Director approval.Essential
5Provide backup for lead cashier, involving reconciling of student account payments on Banner with Bookstore till entry to Banner. Conduct annual inventory processes to include accounting for returns, credits and merchandise stock for bookstore to Business Supervisor.Essential
5Provide backup for sorting incoming mail, processing out going mail; log in checks received via USPostal System; Provide support and service to staff, faculty and students as requested including instructor materials; cover other stations/duties and hours to meet the demand of students, the public and others as needed.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Knowledge of computer systems, programs and applications. Knowledge of a variety of commodities, equipment, supplies, and services and their sources. Knowledge of sound business practices and ethics. Knowledge and command of applicable procurement law, procurement regulations and procedures, as well as relevant court decisions and precedents. Knowledge of policies and regulations governing ethical conduct. Working knowledge of risk management and mitigation. Strong phone skills and etiquette. Skilled in providing excellent customer service. Advanced technical and business writing skills. Strong interpersonal and conflict resolution skills required. Problem solving skills. Ability to communicate effectively. Ability to file and track information. Ability to work effectively in a fast paced environment and as part of a team. Ability to assess risk and use appropriate methods of procurement to mitigate risky circumstances. Ability to interpret prices and trends and to apply that knowledge to procurement problems.

TYPICAL EXPERIENCE:

One to two years of retail and purchasing experience or an equivalent combination of training and experience.

Banner experience preferred.

REQUIRED EDUCATION OR TRAINING:

College coursework in Accounting or related field or an equivalent combination of training and experience.

Associate's degree or higher in a relevant field is preferred.

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Standard Time
Applications close: Alaskan Daylight Time

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