Bookstore Operations Specialist
Southwestern College

Job Info

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Posting Number:    0601485
Open Date:    03/01/2024
Position Title:    Bookstore Operations Specialist
Working Title:    
Department:    Bookstore
Work Site:    Main Campus: 900 Otay Lakes Road, Chula Vista, CA 91910
FLSA:    Non-Exempt
Position Type:    Classified Bargaining/Staff (Permanent Contract)
Months of Service:    12 months
FTE:    
1.0 (full-time)
Hours Per Week:    
40
Funding Source:    District
District Values:    
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.
Job Description    
https://www.swccd.edu/administration/human-resources/job-descriptions/files/jobdescription_csea_bookstore_operationsspecialist.pdf
Responsibilities:    
Under the general supervision of the Bookstore Manager, the Operations Specialist will participate in operating, planning, and controlling the operations of the Bookstore as a fiscally viable Auxiliary Enterprise. This role is responsible for collaborating with the bookstore manager on long-term strategic planning for all retail sales operations. This role will have oversight of buying, coordinating, and merchandising of non-book items including but not limited to general merchandise, computers and associated. This role will oversee and coordinate all retail operations in the bookstore at all locations, including the shipping and receiving department, accounting, purchasing functions, the online store, and merchandising.

REPRESENTATIVE DUTIES:
Work with bookstore manager to determine physical layout of all merchandise department areas to ensure optimal use of space as well as esthetic qualities necessary to create a pleasing retail atmosphere to the campus community that enhances merchandise sales and inventory turns. Considerable time and effort are spent on floor merchandising and product display and placement.
Coordinate various financial aid, student services and county checks; receive list of approved checks to be processed from financial aid and transfer funds into appropriate college accounts; coordinate appropriate journal entries; print and mail checks; audit and reconcile county expense vouchers.
Assist in the buying and merchandising for the "school supplies" category, which includes all paper supplies, binders, laboratory notebooks, testing supplies and office materials. Also, purchase store-use supplies, such as merchandise bags, printer and copier paper, and merchandising fixtures and equipment.
Oversee the daily recap of cash registers and in preparing bank deposits; prepare and maintain a variety of records including cash reports, cash fund, accounts receivable and accounts payable; authorize invoices for payment according to established procedures.
Coordinate all external sales and promotional events that involve goods from Merchandise Departments, i.e., Deck Sales, brand specific events (Apple Days), Campus orientations/events, and graduation events. Determine merchandise to be sold, arrange for sales and cashiering staff, set up, tear down, and accountability for goods sold.
Oversee the computer resale program including inventory maintenance, providing technical assistance and vendor contract maintenance; oversee pricing policies, budgeting, and advertising.
Work with the finance department as necessary to ensure accurate invoicing and discounts are being taken as appropriate, review and sign off on all Mark Ups/Downs. In compliance with internal control guidelines, maintain appropriate separation of duties when processing financial transactions.
Coordinate various accounting and financial records for complex District accounts such as financial aid, student services, fiscal services, bookstore, and cashiering operations.
Oversee preparation activities for rush periods, annual inventories, and store security.
Perform related duties as assigned.
Knowledge & Abilities:    
MUST HAVE KNOWLEDGE OF:
A college bookstore environment, with general knowledge of all aspects of operations including purchasing, inventory management, retail controls, and staffing.
Retail business equipment and systems, including Point of Sales (POS) systems and computerized inventory management systems and applications.
Purchasing, retailing, and merchandising a wide variety of products offered by a college bookstore.
Budgeting, purchasing, advertising, and pricing practices.
Stock control and inventory procedures.
Merchandising principles and practices.
Ability to assess situations thoroughly and make appropriate decisions in a timely manner, prioritize workload, define goals, work under pressure, and meet deadlines.
Excellent interpersonal skills to work collaboratively with faculty, students, other internal clients, vendors, etc.
ABILITY TO: 
Coordinate the day-to-day operations of the college bookstore.
Operate a computer, calculator, word processor, cash register, computer terminal, copier, Macintosh computer and PC computers and related software.
Analyze situations accurately and adopt an effective course of action.
Establish and maintain effective working relationships with others.
Work independently with little direction.
Make arithmetic calculations quickly and accurately to meet schedules and timelines.
Maintain records and prepare reports.
Communicate effectively both orally and in writing.
Monitor and maintain budget and assist in developing annual budget.
Learn and adapt to changing technology and equipment used in the performance of assigned duties.
Education & Experience:    
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to two (2) years of college-level course work in business, retailing or a related field;
AND
Three (3) years of professional experience in a general merchandising retail operation. Experience in a bookstore or other college retail environment is preferred.
Minimum Qualifications (Faculty and Academic Administrator Positions Only)    
Desired Qualifications:    
Licenses and Other Requirements:    
All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.
Working Conditions:    
The conditions herein 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 job functions.

Environment:
Work is performed primarily in a college bookstore environment with frequent interruptions. Work involved possible exposure to dissatisfied individuals.

Physical:
Moderate lifting.
Climbing ladders to retrieve merchandise.
Bending at the waist.
Walking and standing for extended periods of time.
Dexterity of hands and fingers to operate a computer terminal and standard office equipment.
Hearing and speaking to exchange information.
Seeing to read and prepare reports and monitor bookstore operations.

Vision:
See in the normal visual range with or without correction.

Hearing:
Hear in the normal audio range with or without correction.
Salary:    
Range 24, Steps 1-7, $5,202.92-$6,582.76. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.
Salary Schedule:    Classified Bargaining Unit
Work Schedule:    
Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).
Start Date:    As soon as the successful candidate is identified and following the subsequent governing board approval.
Initial Screening Deadline:    
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, March 15, 2024 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.
Tentative Timeline (Subject to Amendments):    
| March 1-15, 2024 | Position advertised; District receives applications
| March 15, 2024 | Initial screening deadline for guaranteed consideration.
| March 18-April 5, 2024 | Reviewing of applications.
| March 25-29, 2024 | District closed for Spring Break
| April 15-26, 2024 | Search Committee interviews candidates
| May, 2024 | Tentative employment start date pending Governing Board approval.
Open Until Filled    Yes
Required Applicant Docs Cont'd    Southwestern College Online Application
Supplemental Application:    
Special Instructions to Applicants:    
Equivalency (Academic Faculty Positions Only)    
Equivalency (Academic Faculty Positions Only)" section to read as follows, "To teach classes at Southwestern Community College District, an applicant must have completed coursework that meets the California Community College's Chancellor's Office Minimum Qualifications for Faculty. In some cases, an applicant who does not possess the exact degree title(s) listed by the State may meet State requirements for equivalency. In this case, the District follows a process to determine equivalency. If this is the case, please complete the Supplemental Equivalency Application, for Academic Employment and upload this form with your online application.
Foreign Degrees:    
Foreign degrees require an evaluation for United States equivalency from an agency having membership with the National Association of Credential Evaluation Services, Inc.

Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying.

For your convenience, here is a link to NACES (National Association of Credential Evaluation Services) membership list to assist you in complying with this requirement, https://www.naces.org/members. You may use any other certified transcript evaluation service at your disposal.
Additional Information:    
A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/college-police/public-information-and-resources/index.aspx.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC College Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page (https://www.swccd.edu/student-support/health-services/personal-wellness-mental-health/drug-and-alcohol-abuse-prevention-program.aspx)
Selection Procedure:    
A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.
HR Contact Information:    
Southwestern Community College
Human Resources (Bldg. 46B-150)
900 Otay Lakes Road
Chula Vista, CA 91910
www.swccd.edu

(619) 482-6395

This job has expired.