Receiving Clerk

Summary

The Receiving Clerk is primarily responsible for performing tasks of limited complexity involving specialized receiving and reconciliation, invoicing and returns/credits of all textbooks. This is a part-time position, Monday-Thursday, 9:00am - 4:30pm, but must be flexible with work schedule during busy times.

Essential Functions

This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Receive and verify all incoming textbook shipments against packing slips and purchase orders. Create proper bar-code and bar code placement for inventory control. Deliver incoming materials to the proper location.
• Maintain up-to-date information in WinPrism consisting of data entry, transfers to other campuses, purchase orders, receiving, invoicing, and credits.
• Process all invoices and keep up-to-date records for textbooks. Update publisher information in vendor database. Reconcile invoices with packing slips and purchase orders; prepare purchase orders in PeopleSoft Finance and process invoices for payment; update excel purchase order spreadsheet.
• Prepare monthly freight report by recording and reconciling freight charges by matching bill of lading to item invoice and freight invoice.
• Process all overstock of returns; contact vendors to reconcile short shipments and defective or damaged products, obtain permission to return overstock, and verify proper and timely credit. Process non-returnable books to wholesalers.
• Prepare donated books for shipment to vendor.
• File and maintain all records and receiving information for research and retrieval as necessary.
• Maintain orderly and organized receiving and stockroom areas.
• Assist Textbook Coordinator with setting shelves each semester and all pre-inventory counts.
• Assist at the customer service desk during afternoon/evening hours and provide back up to closing store duties. Operate cash register as assigned, assist students, staff, faculty and customers with needed products and services.
• Provide assistance as needed during bookstore rushes, buyback and year-end inventory.
• Perform related duties as required.

Minimum Qualifications

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

• High school diploma or equivalent.
• 6 months of receiving experience to include processing invoices.
• Proficient in Microsoft Excel.
• Strong multi-tasking and prioritization skills.
• Strong attention to detail and problem-solving skills.
• Strong verbal and written communication skills.
• Strong interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with others.

Preferred Qualifications

• Completion of some college-level related coursework.
• 2 or more years of receiving experience to include processing invoices.
• Experience with WinPrism.
• General experience with community college policies and procedures.
• Experience with inventory control and customer service, preferably in a retail setting.
• Experience with computerized receiving, pricing and purchase order systems.