TITLE Business Manager
CLASSIFICATION NUMBER 5592
IMMEDIATE SUPERVISOR Director of the Bookstore
MAJOR ADMINISTRATOR Vice President for Student Affairs
The Business Manager, Bookstore develops, implements, monitors to assure compliance, and evaluates cash control policies and accounts payable processes and procedures at all Bookstore locations. The Business Manager reconciles cash funds and makes daily deposits of Bookstore revenue, makes payments to vendors and resolves any billing disputes, and updates financial information accurately and in a timely manner. The Business Manager, Bookstore processes part-time and student payroll and plans and oversees the annual inventory. The Business Manager reports current fiscal year revenues and expenses and recent trends to support the Director and Financial Services in developing the annual budget.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor’s degree is required; a bachelor’s degree in accounting or a related field is preferred. Specialized training or courses beyond the high school level in bookkeeping or accounting are required.
Experience: At least three years of experience retail accounting or bookeeping experience is required. Supervisory experience is required; management experience is preferred.
Skills: Inventory control skills are required. Exceptional aptitude in accounting procedures, data entry skills, the ability to operate a 10-key calculator, and proficiency with word processing, spreadsheet, and database applications is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Prepares the daily deposit of the previous day’s transactions and reconciles Bursar’s Office receipts with the deposit record.
2. Prepares cash drawers and registers for the opening of business and runs end of day processes.
3. Assures that vendors are paid correctly by overseeing the processing of invoices daily for all merchandise received in each location and resolves accounts payable issues.
4. Processes the part-time and student payroll and student employee new hire paperwork.
5. Assures that all bookstore locations follow correct cash handling procedures and reconciles cash balances and credit card transactions to register reports.
6. Reconciles invoices to receiving register reports and resolves any errors.
7. Verifies Financial Services’ records of end of the month accounts payable, holding for credit, and write-offs.
8. Reconciles inventory accounts, monitors and reconciles the semi-annual textbook inventories, and plans and manages the annual inventory of the Bookstore.
9. Works with Internal Audit and Compliance to prepare information as requested.
10. Prepares weekly sales reports for internal distribution.
11. Provides information on current fiscal year revenues and expenses and recent fiscal year trends to support the development of the annual budget.
12. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
13. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Director of the Bookstore.
14. Helps to assure the overall success of the Bookstore by performing all other duties assigned.
The Business Manager is supervised by the Director of the Bookstore and supervises full and part time employees and student workers.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2015
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.
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 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.