Centralia College Looking for Assistant Bookstore Manager at Centralia, WA

Job ID: 13137

Location: Centralia College

Full/Part Time: Full-Time

Regular/Temporary: Regular

About Us

Centralia College is located on a 30-acre campus in the heart of Centralia, Washington and has been serving students in the Lewis County region since 1925. As a comprehensive community college, Centralia College offers academic transfer and workforce programs, as well as adult basic education, ELL, and personal enrichment classes. The college also offers five Bachelor of Applied Science degrees: Information Technology – Application Development, Diesel Technology, Applied Management (Business), Behavioral Healthcare and Teacher Education.

In addition to the main campus in Centralia, Centralia College East in Morton is a smaller site that serves the needs of students in east Lewis County. Since the college is committed to the success of all students, Centralia College also provides educational programs at two corrections centers in southwest Washington – Garrett Heyns Education Center located in Shelton, Washington and the Cedar Creek Corrections Center located in Littlerock, Washington. In addition to Green Hill School in Chehalis, Washington.  In total, the college serves more than 7,000 students annually. For more than 90 years, several generations of Lewis County residents have looked to Centralia College for their education and training needs.

For more information on Centralia College and what it can do for you, please call 360-736-9391 or visit www.centralia.edu.

Job Description

Under general direction of the Auxiliary Services Director, assist in managing the operation of the campus bookstore including: supervising staff, overseeing the course material adoption cycle, maintaining appropriate inventory levels, and bookstore accounting processes. Acts with authority in the absence of Auxiliary Services Director.  Manage the operations of the bookstore to include: Ordering, receiving, sales, inventory, cash control, and/or customer service functions of a retail sales operation at Centralia College.

Duties and Responsibilities

Supervisory/Administrative Duties:

• Maintain and implement bookstore policies and procedures in managing day-to-day operations such as ordering, receiving, storing, returning, issuing and accounting for supplies, materials, books and equipment.
• Assist Auxiliary Services Director in preparation of annual bookstore budget and staffing levels; analyze predict and plan out bookstore budget; track sales and trends; review and create financial reports and report to director with recommendations regarding purchases, expenses, and management of inventory
• With delegated authority, interview and recommend selection of applicants, train new employees, assign and schedule work, act upon leave requests, conduct annual performance evaluations and recommend disciplinary action.
• Oversee staff in assisting customers in the purchase, return and exchange of course materials (textbooks, supplies, etc.) and general merchandise using a point-of-sale system. Including vending machines and online orders.
• Oversee receiving, checking, pricing and stocking of textbooks and general merchandise.
• Oversee activities in the preparation for opening and closing the bookstore.
• Oversee the physical look of the bookstore, coordinate displays, store arrangements with seasonal changes, special sales, and new merchandise.
• Oversee bookstore accounting functions to include: accounts payable (AP) and accounts receivable (AR); ensure invoices, receiving documents and purchase orders are matching; Track AP and enter non-po receipts into ctcLink; coordinate with business services and procurement services departments to ensure timely vendor payments; May assist Auxiliary Services Director and Food Service Director with monthly credit card reconciliation; Contact vendors regarding invoices, credit memos, purchase orders, etc.; Assist with monthly tax reports; Track AR, match up encumbrance forms/preauthorization’s and bill third-party accounts; Complete daily deposit bank slip and deposit sheet for bookstore and food services.
• Assist director with quarterly book grant accounts; coordinate with Financial Aid and Cashiers Office regarding student accounts, enter book account information into HelloPOS and track changes.
• Assist with quarterly and annual inventory processes, keep track of inventory records and ensure accuracy.
• Ensure adequate security and cash; assist with loss prevention activities, regularly communicate with director regarding possible theft.

Clerical & Customer Service Duties:

• Perform problem-solving for customers, bookstore staff, and faculty including assisting in locating texts or supplies and assisting in determining availability of back-ordered or late ordered books and general merchandise.
• Ensure positive customer experience; respond to internal/external inquiries in a timely manner

Course Material Quarterly Cycle Duties:

• Assist director in oversight and overall successful delivery of course materials; Work closely with faculty, vendors and publishers in determining course material needs; Source course materials; Set up Inclusive Access program.
• Purchase course materials, supplies, and or/equipment. Determine pricing of course materials with regard to profit margin and marketing strategies.

Additional Duties:

• May occasionally work outside normal business hours to ensure event coverage
• Perform related duties as required

Essential Knowledge, Skills and Abilities: 

• Customer Service Skills: Exceptional customer service skills are a must. You’ll need to assist customers, answer their questions, and resolve any issues or complaints in a polite and efficient manner.
• Inventory Management: Understanding how to manage inventory, track stock levels, and reorder books and general merchandise when necessary is crucial. This includes knowledge of stock control systems and procedures.
• Visual Merchandising: Knowledge of visual merchandising techniques to create attractive displays that encourage sales. This includes arranging books, signage, general merchandise, apparel, and other store materials effectively.
• Computer and Point of Sale (POS) Systems: Proficiency with computer systems and POS software used for sales transactions, inventory management, and tracking customer data.
• Team Leadership and Supervision: If you’re supervising staff, you’ll need good leadership and supervisory skills to ensure the team works efficiently and meets customer service standards.
• Bookstore Policies and Procedures: Familiarity with store policies and procedures, including return policies, store security, and any specific guidelines or promotions offered by the store.
• Communication Skills: Effective communication with both customers and colleagues is essential. This includes verbal communication and written communication for tasks like creating signs or managing email correspondence.
• Problem Solving: The ability to handle unexpected situations, such as customer complaints or stock shortages, with grace and efficiency.
• Time Management: Efficiently managing your time and tasks to ensure the store runs smoothly and all responsibilities are addressed.
• Financial Management: Basic financial understanding to assist with cash handling, counting money, and reconciling cash registers at the end of the day.
• Marketing and Promotions: Knowledge of marketing strategies to help promote the store’s events, sales, and loyalty programs.
• Adaptability: Bookstore operations can vary, so being adaptable and open to change is important. This could include changes in inventory, store layout, or technology.
• Multitasking: Bookstores can get busy, so the ability to juggle multiple tasks at once, from helping customers to managing inventory, is valuable.
• Attention to Detail: Precise attention to detail is crucial for tasks like inventory management, pricing, and ensuring that books and general merchandise are properly shelved.
• Teamwork: Collaborating with colleagues, from fellow staff members to store management, is important for a cohesive and efficient workplace.

Qualifications

• High school diploma or GED certificate AND Two years of experience in retail selling, merchandising, ordering, inventory control or equivalent. One year of full-time college level coursework with major study in retail merchandising, business, accounting or marketing may be substituted for one year of required work experience OR Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Excellent communication and interpersonal abilities.
• Ability to work flexible hours, including evenings and weekends.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Retail Management, or a related field (preferred), or equivalent experience.
• Previous retail or bookstore experience.
• Strong leadership and team management skills.
• Attention to detail and organizational skills.
• Proficiency in point-of-sale systems and Microsoft Office.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Conditions of Employment

There is one 40 hours per week, 12-month position. Classified employees are represented by the Washington Federation of State Employees (WFSE). The state of Washington provides a comprehensive benefits package for state employees.

DEADLINE: This position closes on September 17, 2023. The screening committee will begin their review September 18, 2023.

COMPENSATION

Monthly Salary: Range 44 ($3,700 – $4,842)

APPLICATION PROCESS

Interested candidates may apply by submitting the following items:

• Online Application
• Cover Letter that addresses your interest in the position and ability to perform the responsibilities described in this announcement.
• Detailed resume of all educational and professional experience that demonstrates how you meet the qualifications.
• List of at least three professional references with contact information. References are typically contacted after interviews.

Eligibility to Work

If you are hired, you will need proof of identity, and documentation of U.S. citizenship or legal authorization to work.

Background Check

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

EEO Statement

Centralia College has a strong institutional commitment to the principles of diversity in all areas. In that spirit, we strongly urge all qualified applicants, especially people of color, persons of disability, women, and disabled and Vietnam era veterans, to apply. Centralia College is an Equal Opportunity employer.

It is the policy of Centralia College to assure equal employment opportunity and non-discrimination on the basis of race or ethnicity, creed, color, national origin, sex, marital status, sexual orientation, age (over 40), religion, the presence of any sensory, mental, or physical disability, or status as a disabled or Vietnam-era veteran.

Centralia College does not discriminate in admission or access to, or treatment or employment in, its programs or activities. Designated Title II, VI, VII, IX, Section 504, ADA compliance officer: Vice President for Human Resources and Equity, Hanson Hall Room 101, Centralia College, 600 Centralia College Blvd, Centralia WA 98531-4099, (360)623-8943.

The Human Resources Office is accessible for persons with disabilities. Those who need disability accommodation in the application/employment process, please call (360)623-8943.

Jeanne Clery Statement

Notice of Availability of Annual Security Report-Centralia College’s Annual Crime/Security Report is available here, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information. To obtain a paper copy of the report, please call 360-623-8947.

Title IX Statement

Centralia College is compliant with Title IX best practices. For more information visit, Title IX.