Retail Financial Operations Assistant

Job Information
Author ahnationtalk
Date February 27, 2018
Type Full Time
Company Wilfrid Laurier University
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8765
Apply By : 3/2/2018
Position Title : Retail Financial Operations Assistant
Department : Bookstore
Job Type : Full-time, Continuing
Campus : Waterloo
Reports To : Director Retail/Printing Services
Position Summary : At Laurier, we are a community. It’s what brings our students here and what keeps our people here.

As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity to join the Laurier community as an Retail Financial Operations Assistant.

Reporting to the Director, Bookstore and Printing Services, the incumbent provides financial support to the Director in the preparation of the operating budget. This includes all daily sales balancing, reconciliations, and deposits for the Bookstore and Hawk Shop. Bookkeeping duties are performed independently with oversight by the Ancillary Financial Analyst assigned to the Finance and Administration operations.

The Retail Financial Operations Assistant provides administrative support to the Director and Managers in the Bookstore. The incumbent has direct contact with the University staff, faculty and external suppliers.

Accountabilities : Financial
  • Updating and maintaining sales data to Excel Spread sheets for Finance transfer to the ledger;
  • Maintain and reconcile Bookstore bank account monthly. This includes submitting journal entries for adjustments;
  • Responsible for processing and balancing up to 38 cashiers deposits daily to the bank with a total sum of over $500,000 during peak periods.       Annual sales of $12,000,000;
  • Identify cashiering errors in Ratex POS journal;
  • Prepare and review activity reports for POS voids, discounts and refunds
  • Investigate POS transaction errors and ensure corrections processed with explanation;
  • Maintain secure in-office safe and cashier floats with total float of over $11,000;
  • Co-ordinate the petty cash fund disbursements and reconciliations for all locations;
  • Prepare cheque requisitions;
  • Co-ordinate with Finance and the bank requisitioning of additional funds for floats during peak periods and convocation;
  • Track and monitor Bookstore Receivables;
  • Facilitate, monitor and reconcile internal sales through ShopLaurier system and troubleshoot issues with internal customers through effective communication.
  • Prepare journal entries for department supplies, write offs and year-end adjustments
  • Support month-end procedures for Bookstore including report generation and analysis


  • Provide administrative support to the Director and Manager in the Bookstore;
  • Co-ordinate meetings as required;
  • Open and distributes mail to appropriate department members;
  • Co-ordinate invoice distribution to buyers to ensure accurate and timely processing and approvals so that the payments to vendors occur in a timely manner;
  • Respond to vendors and inquiries investigating outstanding invoices using Ratex and Banner to ensure payments are processed and follow up if necessary;
  • Process and assign accounting to Bookstore expense invoices and prepare for Manager signature;
  • Validates accounting online for all buyers P-Card statements to ensure budget cut-off deadlines are met;
  • Assign and track and log keys for cashiers;
  • Prepare correspondence, billing for 3rd party sponsors and advertising clients;
  • Point of contact for Bookstore donation requests;
  • Coordinate security access for Bookstore employees i.e. FOBs and alarm codes
Qualifications :
  • Completion of college diploma in accounting.
  • One(1) to (2) years recent related work experience including bookkeeping experience, preferably in a retail environment;
  • Sound knowledge and ability with respect to account reconciliation and preparing bank deposits is essential;
  • Solid understanding of standard accounting practices;
  • Excellent interpersonal skills and the ability to tactfully deal with challenging/upset clients;
  • Solid communication skills both written and verbal;
  • Successful at troubleshooting and identifying errors;
  • Extremely well organized with attention to detail and accuracy;
  • Proven ability to prioritize work load to meet strict time lines;
  • Proven ability to work independently, problem solve and make sound decisions;
  • Excellent computer skills, experience and proficiency with spreadsheet (advanced level in Excel); database software including Banner Finance; point-of-sale; inventory management software (i.e. Ratex) and word processing software (i.e. MS Word).

Grade : WLUSA-05
Salary : $26.04 – $30.65
Salary Notes :

This position is under review.

Applicants for this position are advised that prior to an offer of employment they will be subject to a Criminal Reference Check.

This position is eligible for eduation equivalencies.
Please Note :

This position is represented by the WLU Staff Association bargaining unit.

Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Diversity and Equity Office at We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or

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