Print Operations and Accounting Specialist - Warehouse

 

FLSA CLASSIFICATION:  Non-Exempt

COMPENSATION PLAN:  Educational Support Personnel

PAY RANGE: Range 5

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SUPERVISOR: Manager or designee

LAST UPDATED: 10/9/2023

 

JOB SUMMARY: Performs administrative office functions to ensure the smooth and efficient operation of Print Services. Processes customer printing needs, including cost analysis and scheduling jobs for production personnel, as well as manage the print database. Secures supplies, provides monthly billing for customers, and handles all communications with customers and vendors. Develops and promotes good community relations among various community and school clientele.

 

DUTIES AND RESPONSIBILITIES: The following tasks describe the basic functions of the job and represent the type of work performed. They do not constitute an exhaustive list of the duties and responsibilities performed on the job. The following frequencies and percentage of time spent are approximations only and are subject to flexibility dependent on organizational needs.

• Act as the main point of contact for customers, provide assistance, guidance, and support throughout their experience with the print shop. Engage with customers via phone, email, or in-person to understand customer needs, requirements, and preferences. [20%]
• Provides expert recommendations regarding customer order requests and educate customers on available printing services, materials, and finishing options to help them make informed decisions. Determines print production timeline with customer, production personnel, printing services manager, and others as appropriate/necessary. [15%]
• Estimates job costs prior to production. Obtains information regarding the job from graphic design, typesetting press, bindery areas, etc. as needed. Processes incoming job orders through print database manually; creates job tickets, distributes job to appropriate shop personnel, ensures appropriate completion, billing, and pick-up/delivery of jobs. Ensures quality assurance is completed to customer expectations and requirements. [15%]
• Processes purchase requisitions, warehouse orders, and other financial documents including, but not limited to, coordinating vendor payments, direct pay requests, and other payments and processes to support printing operations. [10%]
• Oversee accounts payable processes, ensuring accurate recording, approval, and timely payment of vendor invoices. Monitor accounts receivable, invoicing, and payment collections, following up on outstanding payments. [10%]
• Responsible for the District purchase card, which is used for purchases, reconciliation, revision of limits, and other related functions.  [10%]
• Track and control expenses, ensuring adherence to budgetary guidelines and cost-effective operations. Performs monthly billing for all work completed. Tracks and processes accounts receivable. Reconciles monthly budget reports. Performs check deposit duties, if applicable. 
• Manage print database; ensure correct pricing and product offering, prepare and distribute reports and maximize features for streamlining. [10%]
• Assists manager with inventory control and orders supplies from vendors (may include open purchase orders or purchase card transactions). [5%]
• Establishes, implements, and maintains files and records for items which may include, invoices (pending and processed), purchase orders, vendor files, and warehouse requisitions.
• Perform other related duties as assigned or requested. [Daily, 5%]

MINIMUM QUALIFICATIONS: The minimum amounts of formal education, professional work experience, knowledge, skills, and abilities that must be met for a candidate to be considered for a position

• High School Equivalency (HSE) diploma
• One (1) year of professional work experience
• Administrative assistant/clerical, professional printing, accounting, accounts payable, accounts receivable, banking/