Ateneo de Manila University
Ateneo de Manila University

Administrative Assistant | Bookstore  

Ateneo de Manila University

 
  • Quezon City, Philippines
    Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
    Quezon City
    Metro Manila
    Philippines
    Philippines
  • Full timeFULL_TIME

Expired 4 years ago

2020-01-19T16:00:00+00:00
Job closed.

Job Description

Bookstore Operations:

  • Daily Sales Support
    • Acts as custodian of the cashier’s change fund
    • Authorizes the opening of the POS machine of each cashier
    • Approves cashier transactions such as budget transfers, item returns/exchange, discounts, price adjustments, cancels erroneous transactions, and the like
    • Accounts for cashier’s transactions and collects sales at the middle of each day
    • Closes transactions of the POS machines at the end of the day
    • Accounts for the sales proceeds turned over by the cashier at the end of the day
    • Accounts for the daily change fund of each cashier
    • Posts sales, prepares and reviews end of day reports, and generates the detailed daily sales report (includes sales reports as requested by some suppliers)
    • Prepares deposit slip before turn-over of the sales proceeds to the Director for safekeeping
    • Deposits sales proceeds on the next banking day (thru a pick-up teller) and turns over the daily sales report with the deposit slip/s to the University Cashier’s Office
    • Prepares quotations of Apple computers for requesting employees of the Ateneo Community
  • Maintenance of the Stock Inventory
    • Creates master file maintenance for new items/merchandise
    • Encodes delivery/pull-out of merchandise and posts the same to the inventory ledger
    • Supervises and directs the inventory clerk on deliveries and pull-out of items
    • Prepares Consignment Order for books and textbooks
    • Monitors the inventory stock level
    • Requests for quotations from different suppliers and negotiates for a reasonable price of their goods
    • Prepares purchase order of bookstore merchandise such as school supplies, P.E. and NSTP uniforms, foreign language books, other items for printing (folders, envelopes, blue books), etc. using the e-Requisition system
    • Supervises annual physical count, encodes and posts to the Physical Inventory System
  • External Reports
    • Prepares and submits monthly gross sales report for checking of the Director and to be submitted later on to the Bureau of Internal Revenue via online portal
  • Reports and Disbursements
    • Generates monthly sales reports for each consignor and other suppliers, and sends reports via email. Cut-off date is on the 27th of the month
    • Reviews the Sales Invoices received from consignors and other suppliers and facilitate payment by preparing the Order for a Check (OC)
    • Generates statements of account for budget transfers
      • Reviews the documents versus the statement of account generated before the Director signs
      • Sorts the Statements of Account according to messengers’ area assignment for distribution to the University offices concerned
    • Generates sales reports for items subject to royalty and prepares the computation of the royalties due
    • Acts as custodian of the Bookstore’s Petty Cash Fund and Revolving Change Fund
    • Prepares Orders for Check and Petty Cash Vouchers with the proper accounts to be charged.
    • Prepares the list of scholars who signed-up for the Textbook Selling during the First and Second Semesters of the school year
    • Computes the number of service hours rendered including their allowances
    • Prepares the Petty Cash Vouchers of each scholar who will claim their allowance through the Central Cashier’s Office
    • Generates reports as requested by the Director
  • Others
    • Receives proposals of new items for consideration
    • Sources textbooks when not available from current suppliers
    • Prepares Gift Certificates (GC) and acts as counter-signatory
    • Assists the Director in the budget preparation for the bookstore
    • Receives and releases job orders for the Mimeo Office in the absence of its staff.

Minimum Qualifications

  • Graduate of any 4-year business course, preferably Accountancy.
  • Experience in finance, treasury, or administrative work like purchasing and the inventory system is a plus.
  • Willing to work overtime or on extended hours.
  • Computer skills - proficient in Excel
  • Typing skills - needed for encoding
  • Bookkeeping and Accounting skills - able to prepare reports and interpret financial statements, etc.
  • Oral Communication skills - Ability to effectively deal with suppliers, consignors and concessionaires, and customers.
  • Attention to detail
  • Familiarity with Point of Sales (POS) System is a plus.
  • Honesty, integrity, and discretion a must

Jobs Summary

Job Level
Associate / Supervisor
Job Category
Administration and Coordination
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Once in a while
Office Address
Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
Industry
Higher Education / Academia
Vacancy
1 opening
Website
http://www.ateneo.edu/

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About Ateneo de Manila University

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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