Bookstore Accounting Officer

8 months ago

Victoria, Canada Camosun College Full time

Under the direction of the Manager, Bookstore, Print & Graphic Services (Manager), with limited daily supervision, and in consultation with the Financial Analyst from the Finance department, this position processes and maintains, with confidentiality, the financial records (accounts receivable, accounts payable) to support the Bookstore’s financial activities. This position acts as a liaison and support between the Bookstore and the college community as relates to the invoicing, recording and collection of Bookstore revenues and expenses. This position maintains current customer and vendor information with collection and payment schedules.

**TYPICAL DUTIES**
- In consultation with the Manager and the Financial Analyst, performs a variety of financial accounting Bookstore duties using processes that meet Generally Accepted Accounting Principles (GAAP);
- Maintains accurate information for the Bookstore’s accounts codes, types and timing of input documents, computer produced reports and for the Bookstore’s and college’s policies, regulations and procedures relating to documented signing authorities and supporting document requirements; completes activities using a computerized, integrated inventory management and general ledger (GL) system (‘the system);
- Maintains an understanding of how other system modules affect the accounting module and acts as quality control for Bookstore transactions that impact the system and Colleague; acts as point person for Bookstore supervisors and buyers to ensure all financial processes work within the system and Colleague;
- Reviews the Bookstore’s accounting processes regularly, maintaining procedural information and recommending solutions where appropriate; provides demonstrations and guidance to other Bookstore staff as required:

- Records and maintains data in spreadsheet and databases to support budgeting, sales, financial analyses and reporting, creating charts and reports as required;
- Codes and records miscellaneous revenue to the appropriate accounts;
- Prepares monthly tax remittances from system; HST paid online;
- Prepares and maintains current customer and vendor information, collection, payment schedules, including online payments; acts as contact person for Bookstore suppliers relating to invoices, credits, purchases and returns;
- Maintains Bookstore physical financial records as required and in accordance with financial procedures;
- Communicates system problems as they relate to accounts receivable (AR) and accounts payable (AP) to system service provider, problem solving with buyers and Bookstore shipper/receivers to accommodate system deficiencies;
- In collaboration with Financial Analyst, runs month-end system-close processes including running reports, verifications and ensuring POS, AR and AP transactions have been posted;
- Prepares and records adjustments and other accounting entries for revenue and expenses as needed;
**Accounts Payable**:

- Reviews, matches purchase orders, inputs invoices and reconciles suppliers’ statements;
- Monitors payable deadlines and credit requests for customer service, payment discounts, avoidance of late payment charges and improve cash flow; monitors and reconciles the subsidiary AP ledgers to the control account monthly;
- Fosters and maintains excellent working relationships with vendors’ AR staff;
- Produces, distributes and reconciles scheduled cheque runs, reports and online payments; maintains
- Assists with the preparation of year-end AP accruals, including credit balances with suppliers; recommends write-offs where necessary;
**Accounts Receivable**:

- Sets up Sponsor accounts, adds student data as required, informs relevant departments of problems with individual sponsor accounts;
- Produces regularly-scheduled invoices and statements and ensures that receipts are allocated, recorded and collected appropriately;
- Monitors overdue invoices, follows up with customer and refers to external collection agency as required; prepares detailed aged arrears report; monitors and reconciles the subsidiary AR ledgers to the control account monthly; analyzes and reports on the recoverability of outstanding accounts prior to the fiscal year-end;
- As required, provides students and sponsors with account transactions/balance information; flags outstanding student debt in the system and in Colleague;
- Serves as Bookstore liaison with other college departments in regard to divisional accounts, Ministry accounts and sponsorships;
**General**:

- Maintains and processes petty cash funds, maintaining and balancing coin floats as required;
- Prepares year-end entries, working papers and GL account reconciliations and submits to Finance, including credit balances with suppliers, and recommends write-offs where necessary;
- Processes travel claims, professional development, and expense reimbursements;
- Reconciles monthly Bookstore credit card logs to statement, prepares, codes and input entries in system; crea

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