Duties and Responsibilities

• Customer Service, Order Entry, and Invoicing (25%)
  • Serves as a primary point of contact for Document Services customers and independently handles routine inquiries, requests, order-status questions, and transactional problems.
  • Receives, reviews, and enters customer orders in established order-management and campus systems; verifies customer, billing, product, quantity, pricing, delivery, account information for completeness and accuracy.
  • Coordinates with production staff to clarify order requirements, communicates routine timelines and status updates, and maintains complete supporting documentation.
  • Processes point of sales transactions, invoice payments, cash sale deposits, receipts, credits and related billing records in accordance with established procedures.
  • Research routine discrepancies and work with customers, unit staff, and campus offices to resolve order, invoice, and payment issues.
  
  
• Fiscal Processing, Sales Reconciliation, and Cash Accountability (25%)
  • Performs monthly manual billing and revenue spreadsheets for campus mail, fulfill stamp orders and update records as needed.
  • Serves as cash sales custodian and maintains required cash-handling, deposit, reconciliation, and recordkeeping controls.
  • Maintains purchasing card records, receipts, transaction documentation, reconciliations, and required account information in accordance with established requirements.
  • Compiles recurring sales and fiscal information for management review and communicates unresolved discrepancies, unusual activity, or documentation concerns.
  
  
• Purchasing and Purchase Order Administration (20%)
  • Independently purchases routine supplies, materials, and consumables needed to support print, graphics, apparel decoration, finishing, shipping, customer service, mailing and other areas of the business within established authority and procedures.
  • Research products, obtain and compare quotes, evaluate availability and pricing, and makes purchasing recommendations for higher-cost or nonroutine items.
  • Creates, maintains, and tracks purchase orders; coordinates annual purchase order renewals and gathers required vendor, pricing, account, and supporting information.
  • Monitors open orders, backorders, substitutions, deliveries, and invoice issues; follows up with vendors and campus purchasing or accounting contacts as needed.
  • Maintains organized purchasing records and verifies that transactions are supported by appropriate approvals and documentation.
  
  
• Inventory and Supply Control (20%)
  • Establishes and maintains accurate records of on-hand supplies, consumables, and other tracked inventory supporting all Document Services functions.
  • Organize inventory locations and recordkeeping methods so materials can be identified, accessed, counted, and replenished efficiently.
  • Monitors usage and stock levels, identifies anticipated needs, and initiates routine replenishment to support continuity of operations.
  • Conducts and documents yearly inventory checks; research count differences and updates records and paper catalog based on approved adjustments.
  • Coordinates receiving, verifies deliveries against orders and packing documents, and communicates shortages, damage, or discrepancies to vendors and appropriate staff.
  
  
• Records, Systems, and General Unit Support (10%)
  • Establishes and maintains comprehensive, accurate, and accessible electronic and paper records for customer orders, invoices, sales reconciliation, purchasing, P-card activity, cash sales, and inventory.
  • Uses spreadsheets, databases, campus accounting software, order-management systems, and standard office software to organize, validate, summarize, and report information.
  • Documents recurring workflows and maintain calendars or trackers for reconciliations, renewals, reporting requirements, and purchasing deadlines.
  • Performs other related duties as assigned.