Assistant Book Center Manager

Job Description

Job Summary:

The Assistant Book Center Manager promotes the Gospel message through the supervision of the Pauline Book & Media staff. The Assistant Manager is required to assist the Book Center Manager with the administration of the daily operations, human resource management and merchandising. The Assistant Manager supports the Book Center Manager in animating the staff regarding the vision, the values and the goals of the Pauline Mission. It is also the Assistant Managers' responsibility to assist the Manager in keeping all the members united, committed and moving in the same direction. The Assistant Manager is responsible for making all judgment calls in the absence of the Manager.

Directly Reports To: Book Center Manager

Directly Supervises: Sales Associates & Shipper/Receiver

Specific Activities:

Human Resource Management

1. Supports the Manager in the training, development, and evaluation of the Book Center staff.

Operations

2. Opens and closes the center for daily operations:

Opens up the computer system and Drawer Memo.
Implements adjustments or requests staff to do so for price changes with regard to inventory or damaged stock, etc.
Implements changes needed for accounting purposes as directed by the Central Administration Office
Is attentive to work in an efficient and timely way with Inventory manager, who is presently working from Boston regarding receiving/shipping issues that affect billing.
Counts the daily income and closes out the Drawer Memo for end of day (with the Manager)
Ensures that there is adequate change/cash in the Book Center
Maintains security by locking up and preparing deposit from sales for the day (in the absence of Manager)

3. Supervises all activities concerned with generating sales and promoting the Gospel message.

4. Opens, divides and distributes the mail to the appropriate people. Payments received via mail from parishes, etc. are to be recorded as part of the day's income in the computer.

5. Maintains and implements all policies and procedures in collaboration with Book Center Manager, Inventory Manager, Councilor for the Book Center

6. Works with Book Center manager to communicate the necessary information to all personnel regarding new products and procedural changes.

7. Processes all purchase orders with Central Office, coordinating any necessary adjustments (in absence of manager).

Accounts Receivable

1. Opens and divides the mail.

2. Processes checks received via mail in the computer at the IPAD and keeps record on site.

Inventory Management

1. Maintains inventory through the daily updating of price changes and/or any category changes that come via the Inventory Manager.
2. Notifies Inventory Manager of price increases he/she becomes aware of by discrepancies in price noticed when we receive new merchandise and our computer lists price differently than the Purchase Order.

Sales Associate

1. Promote the Gospel message by determining the customers needs and assisting the customer until their needs are sufficiently satisfied (Customers on the phone or customers who walk in).

2. Greets each customer as they enter, ascertaining needs if person expresses it. Remains attentive to the customer, checking in with the customer by making non-verbal visits to the section where the customer is in order to determine the customer's needs, act on the needs or share the needs with other team members in the Book Center.
3. Understands that his/her own performance reflects the Pauline teams' performance.

4. Understands that someone else's mistake may be mine to fix. Assists staff members in resolving order issues, communicates necessary information with appropriate department, staff member and especially with customer.

5. Has knowledge of products and customers and keeps up to date on both.

6. Completes sales through point-of-sale

7. Prepares all types of mail orders and special orders

8. Create invoices for customers on account

9. Responsible for prison ministry (if applicable in local Book Center)

Ordering of Religious Articles/ Cards/ Mini-Media

1. Processes orders for all RA vendors within the budget and according to customer requests. Determines which items to order and requests PO's from Central Purchasing.

2. Processes orders, or delegates to staff members, purchase of Mini media and greeting cards according to season, budget and style of the book center.

3. Prices and merchandises RA/Mini media and greeting cards

4. Is attentive to seasonal ordering for both Religious Articles and greeting cards.

5. Prepares, with the help of the Manager, a calendar which indicates ideal time for ordering according to seasons.

6. Is attentive to budget requirements and balances RA and MM purchasing with Book purchasing. Ideally understands percentage of each category to invest budget accordingly.

Other Activities:

1. Becomes the replacement in the absence of anyone on staff.

2. Assists the Manager in coordinating schedules for the Book center regarding displays.

3. Is aware of and supportive of FSP promotion, web/internet PBM advertisements or special offers that may drive customers to call the local book center and request purchase, discount or further information.

4. Supports FSP/PBM marketing efforts via White Tree. May be asked to supply information for PR or other endeavors by PBM marketing.

5. Assists the Manager in coordinating and promoting all events dealing with book signing and speaker days etc.

6. Cross-trained for all roles within the Book Center and assists the people in these roles when necessary.

Qualities and Skills:

1. Excellent leadership and supervisory skills.

2. Strong communication and organizational skills.

3. Flexibility and creative problem-solving abilities.

4. Strong knowledge and love for the Catholic faith.

5. Ability to appreciate and understand people who are seeking to deepen faith or acquire knowledge of faith via books, religious art, gifts and events via the book center.

6. Ability to handle long hours, overtime and pressure.

7. Excellent interpersonal skills.

8. Commitment to Pauline Books and Media Center and the Mission of the Daughters of St. Paul.

9. Strong initiative and self-motivation.

10. Energetic and enthusiastic.

11. Sufficient knowledge of the computer operations and the ability to fulfill the system related responsibilities. Proficiency with computers, working with offsite IT staff to solve difficulties in the event of an upgrade or glitch in the system. Willingness to work with others to train for new computer upgrades. Willing to help others regarding computer problems.

About the Employer

As apostles of Jesus Christ,
evangelizing today's world:
We are CALLED to holiness by
God's living Word and Eucharist.
We COMMUNICATE the Gospel
message through our lives and
through all available forms of media.
We SERVE the Church by responding
to the hopes and needs of all
people with the word of God, in
the spirit of St. Paul.