University Services Program Associate (USPA)

Cert #: 4248

University Bookstore

University Services Program Associate (USPA)
Posting Date: July 5, 2013

There is a University Services Program Associate (USPA) transfer opportunity available at the University Bookstore for current state employees. The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m. The position description is available below.
If you are interested in transferring as a permissive transfer candidate (current state employees in pay range 02-11 or counterpart) submit a resume with three supervisory references to Stephanie Hartmann, HR&D, 800 W. Main St., Hyer 330, Whitewater, WI 53190; email hartmans@uww.edu; or fax 262-472-5668.


Position Summary:
Provide administrative and fiscal support for the Bookstore and Textbook Rental operations.  Responsibilities include processing purchase orders, invoices, internal/external charge systems, web order fulfillment, cash control operations, and marketing/promotional efforts for Bookstore Services.  The individual in this position reports to and works under the general supervision of the Associate Director of the University Bookstore. 

35% A. Maintain and supervise the cash control operation in excess of $1,933,500 for the University Bookstore and Textbook Rental Service.
A1. Perform start-of-day procedures each morning to insure that the Point-of-Sale (POS) system is ready for the business day.  Bring up debit card and bankcard servers.  Determine and prepare the optimum register configuration to handle each day’s volume of transactions. 
A2. Inform student cashiers of any daily fluctuations in procedures, such as special sales and discounts.
A3. Assure proper assortment of bills and currency as well as the number of books of stamp in each drawer daily.  Conduct cash/check pickups during busy times.  Run and review Register Reports in order to maintain cash drawer accuracy and accountability.
a4. Reconcile cash register drawers from previous day’s sales.  Count down drawers verifying all tenders in drawer with reports from POS system including cash, checks, website and bankcard charges, gift certificates and stamps.  Enter all data on the daily Sales Activity Report.  Verify that all drawers are balanced and/or notify supervisor of any discrepancies.
A5. Prepare deposit slip and deliver to the University Cashier’s office in a timely and secure fashion.  Verify amount on the University Cashier’s Office deposit receipt with our deposit slip and file with original cash report document.  Contact cashier office regarding any discrepancies.
A6. Assume responsibility for contents in the safe including cash, checks and stamps.  Place change orders and arrange for pick up of currency and coins for daily operation.  Insure that deposits are removed from safe within seven-day time period.

25% B. Assume lead role in creating and developing marketing strategies to promote the Bookstore’s branding efforts.
B1. Assume lead role in creating and maintaining annual marketing themes.
B2. Oversee planning, designing, and production of various pieces of promotional material, consistent with the branding of the University and the identity of the Bookstore.
B3. Supervise preparation of files for output and/or printing and assuring quality and accuracy; applying promotional material to the website, Facebook, Twitter, Pintrest and other social media platforms.
B4. Coordinate promotional emails, develop and implement various online contests and promotional activities; monitor and track the Bookstore’s social media presence.
B5. Prepare posts, provide a monthly evaluation containing metrics, and oversee monitoring of all Bookstore sites daily to provide feedback and answer questions.
B6. Keep up-to-date on current trends in retail and digital marketing.

20% c.Supervise customer service area and assure excellent customer service to patrons.
C1. Provide product information to customers in the store as well as telephone inquiries.  Make suggestions regarding purchases, and assist with special orders.  Supervise and approve refunds, voids, and exchanges, resolve customer problems and direct visitors.
C2. Supervise student employees in performance of optimum customer service and proper cash handling functions.
C3. Maintain proper functioning for fax and copy machines; assure proper supply level for each.

10% D. Management of Bookstore internal and external charge systems.
D1. Set up and manage University Charge Accounts for students according to funding source restrictions.  Bill appropriate agencies at the end of month or term, receive and record payment, and process payment at the cash register.  If payment is denied by agency, bill student on PeopleSoft System.
D2. Track freight bills and distribute expenses accordingly through Peachtree.
D3. Print out monthly detail reports from WISDM.  Reconcile and research  payments authorized on invoices.  Receive verification of fund transfers from Financial Services, record and reconcile with Bookstore’s invoices and fund transfer forms.
D4. Bill student accounts for purchases made at the Bookstore for books and supplies.  Charges run close to half million dollars typically.

5% E. Management of Website Sales.
E1. Process orders for apparel and supplies placed on the website in a timely fashion.  Verify accuracy of customer information and make any necessary changes to orders.  Notify customers if any changes are made to their website orders or of any delays via phone or email.  Process website orders at cash register and/or supervise students in the process.  Process returns of merchandise on website orders.
E2. Fill orders, process payments, and ship orders, determine shipping charges when special handling methods have been requested.

5% F. Record Keeping and Reporting functions of Cash Operations
F1. Audit Purple Points, Website and Bankcard Accounts.  Verify daily/monthly amounts of deposits for credit card charges.  Record transaction fee charges.
F2. Reconcile WISDM ledger sheets with internal website, cash and credit card deposit records.
F3. Issue, monitor and maintain inventory of Gift Cards.
F4. Provide backup assistance in other areas of the Bookstore as needed, instructed and as time permits.

Knowledge, Skills and Abilities:

Knowledge of purchasing processes and practices.
Knowledge of cash handling processes.
Knowledge of budget processes and practices.
Ability to supervisor and train student employees.
Excellent verbal and written communication skills.
Excellent customer service skills.
Skilled in the use of computers and software packages (Microsoft Office).
Ability to work collaboratively with diverse constituents: faculty, administration, students, staff, parents, and alumni.
Ability to interact respectfully with people from diverse socioeconomic, ethnic and cultural backgrounds.