Retail Operations Specialist (0.5) at Billings Clinic in Billings, Montana

Job Description:

In conjunction with Director of Volunteer Services/Buyer, monitors financial and operational performance on a daily, weekly and monthly basis of the Billings Clinic Gift Shop and Breast Boutique to assure that stores' objectives and budgets are met. Responsibilities include oversight of various stages of Accounts Payable and Accounts Receivable, inventory management, team merchandising, and support of Gift Shop Volunteers.


ESSENTIAL JOB FUNCTIONS
• Supports and models behaviors consistent with Billings Clinic's Mission, Vision, Values, Code of Business Conduct and Service Expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Creates and maintains gift shop(s) daily work schedule to ensure store coverage. Responsible for training volunteers on Counterpoint protocols and customer service expectations. Collaboratively with Sales Associate provides coverage when necessary. Delivers excellent customer service and demonstrates a high degree of professionalism. Responsible for providing administrative support to the daily success of the retail operation.
• Responsible for oversight of various stages of accounts receivable and accounts payable using Counterpoint; balances daily sales, maintains payroll deduct spreadsheet and submits to Payroll Department on a bi-weekly basis for processing payment, prepares deposits, maintains adequate change for store operations, produces monthly customer statements and applies all A/R payments.
• Responsible for maintaining daily cash drawer and verifying cash amount in till at the start of each shift and the reconciliation of cash drawer money, payroll deductions and credit card transactions at the end of each shift.
• Responsible for generating all month-end and year-end reports through Counterpoint system, coding expenses in multiple programs and assigns appropriate account codes for budget, Analyzes and reports trends to Director of Volunteer Services/Buyer.
• Responsible for oversight of Counterpoint to include maintenance of computer operation and upgrades as well as communication between IS and software support.
• Receives and unpacks all delivered merchandise and matches goods to packing slip and purchase order. Documents damages or shortages. Checks incoming shipments against invoices, receives invoices in Counterpoint, produces labels, codes invoices for payment; communicates with vendors on missing/damaged goods; processes credits.
• Responsible for coordinating and executing cyclical sales, merchandising products for sale and annual inventory counts Works with Director of Volunteer Services/Buyer to implement promotions, markdown of inventory, and pricing in Counterpoint. Responsible for advertising weekly promotions via The Source and other available opportunities.
• Purchases and re-orders a select group of merchandise and supplies used in gift shop(s) following approved guidelines and within determined budget.
• Performs and oversees day-to-day sales operations within retail shop(s). Delivers excellent customer service and demonstrates a high degree of professionalism. Drives sales results through greeting and assisting customers on sales floor and maintaining solid product knowledge.
• Responsible for orienting volunteers on store protocols, customer service expectations, introduction of new products, and marketing strategies. Acts as a resource to Volunteers regarding protocols and procedures. Provides coverage in gift shop(s) when necessary. May include providing dressing room assistance.
• Oversees inventory storage; organizes, sorts, anticipating displays. Plans and establishes layout of store merchandise. Coordinates prompt delivery of new merchandise from receiving area to the sales floor for maximum impact. Responsible for replenishing merchandise, freshening displays daily and general presentation of the store (stocking shelves, moving displays, dusting, etc.) Demonstrates the shop's image of uniqueness and develops trust and respect among volunteers and management.
• Performs other duties as assigned or needed to meet the needs of the department/organization.


KNOWLEDGE OF / SKILLS / ABILITIES / COMPLEXITIES AND DIFFICULTIES
• Customer service and Personal Service Excellence (PSE) skills
• Office equipment (i.e. POS system, adding machine, and credit card modem, printer)
• Retail marketing and sales strategies
• Personal computer, hardware and software with emphasis on Counterpoint and Dynamic programs
• Accounting and budgeting principles
• Professional communication skills both verbal and written
• Working with a diverse group of volunteer staff
• Utilization of personal computer and software applications as they relate to shop operations
• Accounting and finance
• Merchandising and retail buying
• Computer software programs as they relate to a retail store
• Team building
• Coordinating multiple tasks simultaneously
• Critical thinking and problem solving
• Incorporate population specific needs into all aspects of communication and patient care; scope of services provided will encompass age groups ranging from infant through geriatric
• Take the initiative and be self directed
• Make financial decisions regarding markup, pricing and profit margins
• Establish and maintain collaborative relationships with both paid and volunteer staff and other members of Billings Clinic
• Communicate clearly and effectively, both verbal and written
• Lift up to 50 pounds unassisted
• Stand for extended periods of time
• Pay close attention to details when ordering, receiving and pricing merchandise
• Flexible within job scope as it relates to other duties that may be assigned
Complexity & Difficulty
Errors in pricing merchandise, receiving payments, calculating sales discounts, and making change have a direct impact on the profitability of the store
• Participation in setting up displays and or arranging merchandise requires a degree of creativity
• Customer interactions are a direct reflection on the public's perception of Billings Clinic
• Reports directly to the Director of Volunteer Services
• Timely product selection, availability and inventory management directly affect the financial viability of the retail shops
• Point of sales system upgrades need to be maintained timely


MINIMUM QUALIFICATIONS
Education
• Bachelor's degree or minimum of three years accounting and computer software experience, preferred


Experience
• Three (3) years retail experience