Accounting - Retail Support Specialist

Wallis Companies Job Description

SUMMARY

Retail Support Specialist I

The primary role of this position is supporting the company-operated stores; auditing daily sales reports and correcting exceptions; processing third party data files and reconciling to the store paperwork; correcting Weighted Average Cost (WAC) issues; and reviewing audits to maintain accurate inventory levels.

Retail Support Specialist II

Includes all items for Retail Support Specialist I with the following additions:

Responsible for analyzing financial data, preparing supplemental financial reports for the Operations division, as well as supporting the Retail Support Specialist I and Pricebook Specialist. The Retail Support Specialist II will also be responsible for making recommendations to improve existing control policies and procedures.

RESPONSIBILITIES BY COMPETENCY: (*denotes an essential function of the position)

Business Results Orientation

Retail Support Specialist I

*Audit Store Reports utilizing Audit-by-Exception Processes and communicate/correct errors and omissions. If exceptions are identified, verify computer entries by matching to the source documents (register tapes, invoices, receipts, electronic files, etc.)

*Review Inventory Audit results and provide Operations personnel with feedback regarding results

Work with Store Management to maintain accurate inventory levels

*Verify key operational data daily to identify errors or inconsistencies with back up documentation

*Perform month end financial review and general ledger journal entries

*Assist in identifying and correcting breakdown in policies and procedures

*Prepare monthly sales tax reports

*Reconcile general ledger accounts monthly and resolve outstanding items

File hard copies of documents sent in by the stores

*Support and actively work to meet the goals set the Accounting & Finance Balanced Score Card

*Maintain regular attendance and follow designated safety practices

Perform other duties not listed as required.

Retail Support Specialist II

*Includes all items for Retail Support Specialist I with the following additions:

*Analyze Inventory Audit results and provide Operations personnel with feedback regarding results

Identify efficient solutions to problems or adjust processes/procedures to increase efficiency and streamline processes

*Monitor manually entered store data and follow up on non-compliance

*Support operational changes and work with Retail Support Specialist I, Pricebook Specialist, stores, vendors, and other Departments to research and resolve issues or new implementations

*Maintain accurate site traits, system configuration, and form setup within PDI

Troubleshoot failed imports and processes

Assist with Pricebook entries and maintenance

Communication

Retail Support Specialist I

*Communicate all audit findings and recommendations to appropriate company personnel

Provide assessments of the performance of the system operators to Operations and Support Services personnel

*Communicate any violations of company policy to appropriate company personnel

*Identify concerns/opportunities regarding store system operations and recommended improvements

*Communicate issues noted during audits verbally and in written form

*Communicates in a professional, effective and appropriate manner with internal and external customers

*Notify Retail Accounting Manager and Operations personnel of material discrepancies with daily paperwork

*Communicate changes in the external audit schedule to Company operated stores

Retail Support Specialist II

*Includes all items for Retail Support Specialist I with the following additions:

Provide training for company personnel on changes to system processes and procedures as needed.

Customer Service Orientation

Retail Support Specialist I

*Provide excellent customer service by proactively supporting the Operations and Support Services divisions with efficient solutions and timely, accurate information

*Respond to all requests from company personnel in a timely and accurate manner

*Provide guidance and feedback as needed to company employees to ensure company control policies and procedures are being followed and that processes are completed efficiently

Make recommendations for improvements to company policies and procedures

Retail Support Specialist II

*Includes all items for Retail Support Specialist I with the following additions:

Developing Talent

Retail Support Specialist I

*Provide guidance and refresher training to store personnel in activities related to company policies and procedures and in completing daily paperwork and issues as they arise

*Give guidance to Operations personnel to help solve problems/opportunities at the store level

Understand the functions of the other members of the Accounting Department to sufficiently answer or seek out answers when necessary

Provide experience, skills and expertise as needed to coworkers

Cross-train co-workers

*Complete safety training as required
Retail Support Specialist II

*Includes all items for Retail Support Specialist I with the following additions:

Technical Expertise

Retail Support Specialist I

*Develop and maintain knowledge of company control policies and procedures as set by the company and that are required to be followed by all store managers

*Maintain knowledge of the store operating systems to provide guidance and assistance to store personnel when needed

*Develop and maintain knowledge of item-level and category level inventory processes and the techniques for researching variances

*Develop and maintain knowledge of various file types to troubleshoot import errors

*Develop and maintain proficiency in several different software programs

*Adhere to all Wallis Companies safety policies and report all safety incidents to supervisor immediately

Retail Support Specialist II

*Includes all items for Retail Support Specialist I with the following additions:

Investigate import/export informational breakdowns

Understand various file types and data transactional processes

*Analyze store data and identify variances

*Review physical inventory counts for large variances to determine validity of variance and make adjusting GL entries as needed

SUPERVISORY RESPONSIBILITIES

No direct employees supervised.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (*denotes an essential qualification of the position)

Education: Retail Support Specialist I - Required: Equivalent to high school

Retails Support Specialist II- Required Equivalent to high school

Preferred: Associate degree and/or additional training in Retail or Inventory Accounting or Auditing

Experience: Retail Support Specialist I – Preferred: Over 1 year up to and including 3 retail or accounting experience

Retail Support Specialist II – Required: Over 1 year up to and including 3 years in retail experience Preferred: Over 1 year up to and including 3 years’ experience in accounting

Language Skills: *Ability to read, write, speak, and understand English in a professional manner that is

sufficient for effective communication with groups of managers, clients,

customers and the general public.

(may be representative but not all-inclusive of those commonly associated with the position)

Skills and Abilities: *Skill performing diversified duties involving an intensive knowledge of specialty field and the use of a wide range of procedures. Ability to use own judgment to analyze facts and circumstances surrounding individual problems and transactions and in the determination of actions to be taken within the limits of standard or accepted practice.

Technology, Tools,

And Equipment: *Computer, *Microsoft Excel-Intermediate level of proficiency, *Word & Outlook – Beginner level of proficiency, , *Accounting software, *Telephone, *Copy/Printer/Fax

Certificates, Licenses

and/or Registrations: None required

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

See:

Must be able to read computer screen and reports.

X

Lifting

Stand/Walk:

Occasional visits to other locations in the building.

X

Up to 10 pounds:

X

Sit:

Must be able to perform work at desk, computer, filing, etc.

X

Up to 25 pounds

X

Touch/Grasp/Feel:

Must be able to input electronic data, manipulate paper, use phone system

X

Up to 50 pounds

X

Climb or balance:

X

Up to 100 pounds

X

Stoop, kneel or crawl:

X

Over 100 pounds

X

Talk or hear:

Must be able to communicate in person and on telephone system

X

Working conditions:

Office atmosphere

X

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.

INDRSS

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