Camosun College Looking for Bookstore Accounts Officer at Victoria, BC Full Time

Position Title
Bookstore Accounts Officer

Posting Number
ES640P

Job Posting Open Date
02/17/2022

Job Posting Close Date
02/23/2022

Anticipated Layoff Start Date #1

Anticipated Layoff End Date #1

Anticipated Layoff Start Date #2

Anticipated Layoff End Date #2

Position Start Date
03/14/2022

Position End Date

Location
Lansdowne

COVID-19 Work Arrangements
This position will work on campus

Applicant Portal Position Category
Support Staff

Employee Group
Support Staff (CUPE)

Pay Grade
S – Pay Grade 9

Salary
$27.26 – 29.14 per hour

Number of positions to be hired under this posting
1

Additional Pay Considerations

Days of the Week
Monday to Friday

Work Schedule
8:30am – 4:00pm

Total Hours Per Week
35

Position Reason
Replacement

Position Type
Continuing Full Time

Posting Type
Employees & General Public

Division/School
Ancillary Services

Department
Bookstore

Job Description
GENERAL STATEMENT
Reporting to the Bookstore Manager, and in consultation with the Financial Analyst in the Finance department, this position is responsible for processing and maintaining, with confidentiality and discretion, the financial records (accounts receivable, accounts payable) to support the Bookstore’s financial activities. Responsibilities include monitoring and reconciling revenue and expense accounts and pursuing arrears (in conjunction with external agencies when necessary) in compliance with Bookstore and college procedures. Also, using a computerized, integrated inventory management and general ledger (GL) system (known hereafter as ‘the system’). This position acts as a liaison and support between the Bookstore and other areas of the college community with respect to the invoicing, recording and collection of Bookstore revenues and expenses. This position maintains current customer and vendor information with collection and payment schedules.

TYPICAL DUTIES

• In consultation with the Bookstore Supervisor and the Financial Analyst, performs a variety of financial accounting Bookstore duties using processes that meet Generally Accepted Accounting Principles (GAAP);
• Maintains accurate information for the Bookstore’s accounts codes, types and timing of input documents, computer produced reports and for the Bookstore’s and college’s policies, regulations and procedures relating to documented signing authorities and supporting document requirements;
• Maintains an understanding of how other system modules affect the accounting module and acts as quality control for Bookstore transactions that impact the system and Colleague; acts as point person for Bookstore supervisors and buyers to ensure all financial processes work within the system and Colleague;
• Reviews the Bookstore’s accounting processes regularly, maintaining procedural information and recommending solutions where appropriate;
• Records and maintains data in spreadsheet and databases to support budgeting, sales, financial analyses and reporting, creating charts and reports as required;
• Codes and records miscellaneous revenue to the appropriate accounts;
• Prepares monthly tax remittances from system; HST paid online;
• Acts as contact person for Bookstore suppliers relating to invoices, credits, purchases and returns;
• Communicates system problems as they relate to accounts receivable (AR) and accounts payable (AP) to system service provider, problem solving with buyers and Bookstore shipper/receivers to accommodate system deficiencies;
• In collaboration with Financial Analyst, runs month-end system-close processes including running reports, verifications and ensuring POS, AR and AP transactions have been posted;
• Prepares and records adjustments and other accounting entries for revenue and expenses as needed;
• Prepares and maintains up-to-date customer and vendor lists and contracts;
• Accounts Payable
• Reviews, matches purchase orders, inputs invoices and reconciles suppliers’ statements;
• Monitors payable deadlines and credit requests for customer service, payment discounts, avoidance of late payment charges and improve cash flow; monitors and reconciles the subsidiary AP ledgers to the control account monthly;
• Fosters and maintains excellent working relationships with vendors’ AR staff;
• Produces, distributes and reconciles scheduled cheque runs, reports and online payments;
• Assists with the preparation of year-end AP accruals, including credit balances with suppliers; recommends write-offs where necessary;
• Accounts Receivable
• Sets up Sponsor accounts, adds student data as required, informs relevant departments of problems with individual sponsor accounts;
• Produces regularly-scheduled invoices and statements and ensures that receipts are allocated, recorded and collected appropriately;
• Monitors overdue invoices, follows up with customer and refers to external collection agency as required; prepares detailed aged arrears report; monitors and reconciles the subsidiary AR ledgers to the control account monthly; analyzes and reports on the recoverability of outstanding accounts prior to the fiscal year-end;
• As required, provides students and sponsors with account transactions/balance information; flags outstanding student debt in the system and in Colleague;
• Serves as Bookstore liaison with other college departments in regard to divisional accounts, Ministry accounts and sponsorships;

General

• Maintains and processes petty cash funds, maintaining and balancing coin floats as required;
• Processes travel claims, professional development, and expense reimbursements;
• Reconciles monthly Bookstore VISA logs to statement, prepares, codes and input entries in system; creates and releases electronic payments;
• Participates as a team member in the development of policies and procedures;
• Performs other related duties similar in scope and complexity.

Qualifications
Grade 12 graduation with a two-year accounting certificate/diploma as well as three years of experience in a retail computerized accounting environment using a multi-component inventory management and general ledger system (one year of which must be in both AR and AP) or equivalent combination of education and experience.

• Ability to concentrate with detailed accuracy for extended periods of time
• Ability to process high volumes of transactions and meet regular deadlines in accurate and organized, efficient way
• Strong analytical and problem-solving skills
• Demonstrated ability to work independently
• Good math and keyboard skills with minimum 95% accuracy requirement
• Proven communication skills and the ability to work effectively with public or college staff using tact and restraint as necessary

Capabilities
The core capabilities are required for all positions at the college.
Focus on Students and Their Success (Core)

• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)

• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)

• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

Job Type: Full-time