RISD Retail Accounting and Administrative Associate

Job Summary

Rhode Island School of Design (RISD) seeks a Retail Accounting and Administrative Associate to join its RISD Store Group. This is an exciting opportunity to join a team whose mission is to support the creative pursuits of our students and customers through a unique, inspiring and informative shopping experience.

The RISD Retail Accounting and Administrative Associate is r esponsible for the financial data entry, tracking and reporting functions of several million dollars’ worth of transactions associated within all three RISD Retail divisions (store, works, 3D) and warehouse. This includes but is not limited to the efficient processing of receivables and payables, running multiple supporting reports, and creating dashboards for monitoring progress throughout the year. This position will investigate discrepancies associated with buyer’s submittals, vendor invoicing, and credit card claims, as well as processing orders, payments, and shipments associated with web orders. The RISD Retail Accounting and Administrative Associate will a ct as primary departmental user for centralized systems, including but not limited to: point-of-sale systems, Workday, Verifone, CBORD, and Payment Express, and oversee the handling of day-to-day cash receipts, and prepare and submit daily deposits. They will also provide support to the Director by performing various administrative tasks and completing assigned projects.

We seek applications from equity-minded candidates who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, and equal access to resources and opportunities.

Essential Functions:

Accounting:

• Update and maintain RISD store accounts and transactions via the store’s accounts receivable software. Apply, record, and report on payments; prepare and issue monthly invoice statements; complete reconciliations; and submit monthly reports to the business office as required. Complete and follow up outstanding liabilities.
  
  
• Input pre-approved RISD store invoices/credit memos into appropriate system of record and submission. Serve as Level One approver for all credit cards, and collect and attach required documentation. Submit logged invoices and credit/memos to the business office on a periodic basis for purchase orders. Use a college-wide enterprise system to investigate vendor inquiries concerning invoice/payment status. Review and audit vendor statements, confirm accuracy of payments submitted versus received, and research/resolve any discrepancies.
  
  
• Ensure that the daily deposits and reconciliations are done in conjunction with standards established by the Controller's office. Process the daily deposits, from all retail locations. Reconcile credit cards, and risdbucks, follow up on any reporting inconsistencies or issues with software provider.
  
  
• Facilitate process improvements associated with audit process including but not limited to in-house account management and reconciliation, document financial workflow, department accounts, financial projections and expenditure processing.
  
  

Administrative:

• Serve as the central point of contact to answer routine telephone and on-line inquiries regarding the RISD Stores.
  
  
• At the request of the Director, initiate and engage team communications for matters related to posting schedules, department meetings, event announcements, cash reports, system issues, etc.
  
  
• Record minutes at internal department meetings as well as external third-party meetings, as requested by the Director.
  
  

Reporting:

• Extract and produce financial statements based on system data.
  
  
• Assists the Director of Aux. Affairs and Budget with the design of the RISD Retail financial report templates/dashboards based on system and other relevant data that provides accurate information to enable the retail management team to make prudent decisions regarding forecasting, buying, and budget impact.
  
  
• Produces end-of-month reports and updates of data tracking sheets for distribution to the Director of RISD Retail, Executive Director, Auxiliary Services, and other managerial staff.
  
  
• In conjunction with and at the request of the Director, actively participate in auditing various functions within the retail operations, including but not limited to: shrinkage, cashier activity, secret shopper program, payables, daily deposits, policies and procedures, commissions/rebates, student survey, etc.
  
  
• Actively engage in the implementation, testing, and maintenance of relevant enterprise and point-of-sale systems utilized by RISD Retail and the College. Work closely with OIT, Controller’s Office, and Accounts Payable when necessary to explore new system functions or to resolve complications.
  
  
• Maintain basic office services by organizing office operations and recommending and implementing procedures and opportunities for efficiencies within the office environment. Complete clerical and administrative tasks for the RISD Store, including but not limited to, preparing reports and completing correspondence photocopying and collating materials. Organize, update, maintain, archive, and purge, as appropriate, the RISD Store filing system.
  
  

Required Knowledge/Skills/Experience:

• Proficiency in using computers and working experience with EXCEL spreadsheets and additional Microsoft Office Suite programs required. Point-of-Sale (POS) and enterprise system knowledge and prior experience preferred.
  
  
• Strong customer service, organizational, prioritization, and analytic skills required.
  
  
• Able to work independently and in a team setting.
  
  
• Ability to communicate effectively in a fast-paced, high-volume retail setting and with members of a diverse team and community.
  
  
• Demonstrated knowledge and skill to engage across a wide variety of individual differences and identities through meaningful interactions characterized by respect, mutual understanding, and reciprocity. Demonstrated desire and ability to provide and contribute to an inclusive campus environment.
  
  
• Knowledge of cash handling and cash procedures required and the ability to perform work in an accurate and timely manner.
  
  
• Associate’s Degree or a minimum of five years of accounts payable/receivable experience in a retail environment.
  
  

Union:

No

Work Schedule:

35 hours per week; 12 months per year

Employment Status:

Full-time; Non-Exempt

Grade:

05/CT

Documents Needed to Apply:

Resume (Required)

Cover Letter (Preferred)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

Administrative Support Services