TITLE Invoicing Specialist-Clinique Coordinator
CLASSIFICATION NUMBER 7597
CLASSIFICATION Professional Nonexempt
IMMEDIATE SUPERVISOR Operations Manager
MAJOR ADMINISTRATOR Bookstore Director
The Invoicing Specialist/Clinique Coordinator manages the daily operations of the Clinique Cosmetics counter including purchasing products and maintaining inventory control, pricing products, merchandising, and meeting sales goals. The Invoicing Specialist/Clinique Coordinator updates price and invoice information in the textbook management system for all course materials.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma is required; a bachelor’s degree is preferred.
Experience: Two years of buying and inventory control experience are required.
Skills: The ability to use computer applications such as word processing, spreadsheet, and database application is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: This position works on the sales floor and lifts and moves boxes of merchandise to stock both higher and lower shelves.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Hires, trains, schedules, and supervises the work of part-time and student workers at the voucher desk and the Clinique Cosmetics Counter.
2. Purchases and maintains inventory control Clinique Cosmetics.
3. Develops promotional campaigns and conducts special events, merchandises products effectively, and contacts regular customers about new products, promotions, and demonstrations to reach sales goals.
3. Processes departmental and third-party billing charges, such as vocational rehabilitation and veterans.
4. Verifies the accuracy of course material receiving, thus ensuring accurate inventory control, enters all invoices into the inventory management system, verifying and updating all cost and retail pricing, prepares invoices for processing by accounts payable, and resolves any packing slip and invoice discrepancies or missing paperwork with the vendor.
5. Assures excellent customer service by properly training and supervising clerks, developing and sharing product knowledge, setting up displays and testers, keeping shelves and products clean, and maintaining a clean and orderly environment.
6. Prepares a comprehensive calendar/planner specific to the University by including the holiday and academic calendars, sports schedules, and other campus events.
7. Monitors the service provided by the Hallmark representative, processes these invoices or credits, and returns unsold merchandise.
8. Prepares sales reports as required.
9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
10. Helps to support the overall success of the Bookstore by performing all other duties as assigned.
The Invoicing Specialist/Clinique Coordinator is supervised by the Operations Manager and supervises part-time and student employees.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2015
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 1 - 500 Points: Knowledge of principles, processes, methods, and procedures associated with a limited range of healthcare, technical, scientific, administrative support, communications, or social science program objectives or common problems. Knowledge permits the employee to complete routine medical and healthcare procedures, common administrative support tasks, operate basic equipment and instruments, carry out a variety of interrelated tasks and recurring assignments, assist individuals, answer common questions, and/or elicit information from a variety of sources. Professional knowledge, skill, and technical mastery at this level are typically acquired through a combination of formal education and/or training and experience beyond a high school diploma.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.