Shop Finance and Inventory Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Financial Proc. Spec 2 (Gr2)

Job Title
Shop Finance and Inventory Assistant

Department
Business Operations Support | Museum of Anthropology

Compensation Range
$4,139.00 - $4,241.00 CAD Monthly

Posting End Date
April 20, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary
Responsible for financial and inventory tasks related to the successful and efficient operation of the Museum Shop, both the physical and online stores.
Organizational Status
The position reports directly to the Shop Manager and is accountable to the Manager, Administration. The position works with all staff, volunteers, and students.
Work Performed

• Maintain Inventory controls using specialized retail software for the following functions: create/update vendor records, create/update item records, create/update purchase orders, post purchase orders, print item price tags, print selected reports (daily functions); post adjustments to inventory (as required).
• Receive stock, price items; check shipping charges and currency conversions. Contact vendors regarding damaged goods and arrange for returns to vendors. Maintain records of these transactions and track all retail shop invoices in an Excel spreadsheet. Organize and adjust prices for markdown sale items.
• Fulfill online orders and maintain accurate inventory counts for online store.
• Arrange payment for shop invoices either by submitting invoices to the Arts Service Centre for payment or pay directly using P-card. For purchases valued over $3,500 follow up with Manager Administration to create a purchase order.
• Maintain list of MOA departmental purchases; prepare invoices using retail cash system; submit invoices and backup documentation to Financial Assistant for processing as Internal Service Delivery
• Maintain consignment accounts for vendors. Prepare invoices manually (can be monthly or ad hoc) to pay vendors for items sold. Prepare documentation for items not sold and returned to consignee.
• Plan, oversee and execute the annual physical inventory count using specialized functions in the retail software. Reports must be ready and submitted to the Manager Administration at MOA in a timely fashion to meet the fiscal year-end deadline.
• Ensure that stockroom is tidy and organized; monitor and order office supplies, packing materials, till tape, ink cartridges, poster tubes, etc.
• Answer telephone, e-mail, and provide general customer service for online and mail order inquiries and other shop related questions.
• Provides back-up and lunch coverage on the shop sales floor and the admissions desk as needed
• Other tasks as required.

Consequence of Error/Judgement

This position is critical to the smooth operation of the Museum Shop financial operations.  Errors in inventory tracking and financial processing would result in loss of revenue to the Museum; Errors in maintaining records and producing reports would impact the financial management of the Shop.  
Supervision Received

The position is under the direct supervision of the Shop Manager. Also works with the Manager, Administration.
Supervision Given
No direct supervision. Coordinates and delegates work to student assistants as needed.
Minimum Qualifications

High school graduation, plus one year of related post-secondary education, plus two years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Graduation from high school plus business training and relevant experience. Thorough knowledge of business procedures and practices and their application gained through two years within UBC services or a related environment
 

Position requires computer skills and specific knowledge of and ability to use Microsoft Word and Excel; ability to work with e-commerce and point of sale systems. Familiarity with Workday an asset. Position requires strong customer service, interpersonal, organizational, oral and written communication skills. Accuracy and attention to detail are essential. Ability to effectively coordinate multiple tasks and priorities. Ability to effectively perform inventory control procedures, and related accounts payable/receivable duties.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.