Job Description

Buyer & Accounts Payable Coordinator - Appendix D/Temporary Assignment (Sept. 2022 - Feb. 2024)
Status: Appendix D/Temporary Assignment (Sept. 2022 – February 2024) Hours: Monday to Friday; 35 hours/week Home Campus: Fennell Pay Band: G Rate of Pay: $30.56 Posting Date: August 15th, 2022 Closing Date: August 19th, 2022 at 7:00pm EST
We support and encourage the contributions of our diverse employees. Supported by our strategic plan (strategicplan.mohawkcollege.ca/) we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community. Mohawk College is currently recruiting for our next Buyer & Accounts Payable Coordinator This position supports efficient retail operation in the Campus Store at Fennell Campus and Stoney Creek through both operational and customer service functions. The incumbent is responsible for procurement and purchasing functions for print and digital required course materials totaling approximately 2.5 million dollars annually in retail sales. The incumbent maintains shipping, printing and brokerage accounts for the operation. This position also initiates payments to publishers and other vendors including Canadian and U.S. invoice and credit batches using Bookware and the Banner finance system, for an operation that generates over 5.5 million in sales annually.
RESPONSIBILITIES: The duties of this position will include, but are not limited to the following: Maintaining and controlling print and digital format inventory for the Bookstore at Fennell Campus and satellite campuses. Responsibilities include:

• Establishing sources of supply and initiates procurement activities with publisher reps.
• Determining quantities to be purchased, taking into consideration factors which could affect the sale of each title. Quantities, historical sales and returns as well as return policy of vendor.
• Placing orders with publishers.
• Auditing receiving reports. Matching to 2 separate systems and documenting and correcting differences (Bookware & Banner).
• Initiating and processing purchase orders to publishers. Establishing and negotiating shipping dates and methods.
• Ensuring timely delivery to outlying college locations. Transfers in inventory control system.
• Expediting late orders or partial shipments.
• Negotiates with publishers concerning return of defective/unsaleable merchandise.
• Initiating, processing and controlling return of defective/unsaleable merchandise.
• Communicates with faculty and other college staff on the status of requisitions, status of enrolment, availability of texts, etc.
• Communicates with faculty and students on location and availability of textbooks, manuals and other academic materials.
• Advising Associate Deans on the processes involved in the sale of College or faculty published materials through the Bookstore in order to ensure that legally required proper taxes and copyright fees are paid.
• Attends annual Campus Stores Canada Trade Show to determine any alternative business methods, and investigate possible additions or changes to store assortment.
• Working in conjunction with faculty/College staff to provide alternative formats for required course materials including digital formats, CEI Codes, and other
• Keeping up to date with current trends and evolving platforms related to the delivery methods/platforms.

Initiating and following up with payment to publishers, and all other vendors including the processing of Canadian and U.S. batches which includes detailed inventory control through:

• Matching supplier invoices to Bookware receiving and correcting or following up with any variances at month end running Bookware receiving reports
• Input invoices into Bookware AP module to correspond with college cheque run days, ensuring taxes, PST and GST are properly assessed dependent on a number of factors eg: use of goods, cost of sales or expense and payment terms. Many of these terms are not clearly defined and may require information/data/history from other areas of the college outside normal channels used by the Campus Store, ie registration (CE, full time), disability services and corporate training and development.
• Running returns analysis and unpaid returns report, then cross checking with Banner and reconciling with year end reports recording any variances, daily, weekly, monthly and yearly.
• Responsible for filing account payable batch copies by fiscal period
• Tracking and accounting for exchange variances with U.S. invoices and Master Card purchases.
• Determine the source of any errors through the College Banner system and Bookware system in order to correct and log errors in either system.
• Provides any information or clarification of reports, processes or systems to the College auditor when requested.
• Participation in inventory control of all merchandise including a significant role in the reconciliation of Bookware to Banner in the year end inventory process.
• Decides cut off dates for satellite transfers and stock deliveries for yearend inventory.
• Maintain exchange rate weekly to coincide with College accounting rate.

Works with Manager to prepare documentation and deadlines for yearend inventory

• Ensures all accounts payables are complete as per set timelines, documents and in transit inventory along with goods received, no invoice.

Other duties as assigned

• Undertakes special projects or assignments at the request of the Manager, Retail Services.

QUALIFICATIONS: The successful applicant must have:

• A minimum of three (3) year Diploma or Degree in Business Administration, Business Accounting, Buying focusing on books and/or Retail.
• A minimum three (3) years practical experience in an academic setting with retail, accounting and buying experience. Extensive knowledge in inventory control and knowledge in a P.O.S. (point of sale) system preferred.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.

Mohawk College is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Should you require accommodation through any stage of the recruitment process, please contact the HR Department at (905) 575-2047. Mohawk College is strongly committed to diversity within its community. We welcome applications from racialized persons, women, Indigenous People of North America, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.