JOB DESCRIPTION

POSITION TITLEClothing/Insignia Gifts, Insignia Supplies, and

Music Buyer

REPORTS TO:Director, Bookstore

PRIMARY FUNCTIONS:Purchase clothing, related insignia items, insignia school and office supplies, St. Olaf music, for resale in the Bookstore.

POSITION DESCRIPTION:Clothing, insignia gifts, insignia supplies, and St. Olaf music

  1. Purchase all soft goods, insignia gift items, and St. Olaf music from vendors: Set appointments seasonally with vendors, make purchases for season, enter SKU data and create purchase orders in MBS retail software, order items year round from vendors as needed.
  2. Perform in-depth analysis and management of key categories for each season, including direct contact and negotiation with vendors.
  3. Acts as the point person for special requests, including new style and graphic requests.
  4. Purchases special seasonal buys.
  5. Place orders for insignia office and school supplies. Place orders on timely basis to insure in-stock position. Work with sales reps and customers. Analyze sales reports to make informed buying decisions. Create purchase order in MBS system. Fax or call in orders as needed. Maintain proper inventory levels and stay within established open-to-buy goals. Buy seasonally based upon demand. Buy products with promotions in mind. Look for and research new products.
  6. Receive orders for insignia office and school supplies. Insure inventory accuracy by receiving according to established procedures, including: print purchase order; unload and insure product count; receive the items accurately and on a timely basis in the MBS system.
  7. Price/Shelve: Scan each item to insure that they work on system. Barcode each item. Price each item or verify correct shelf tag price. Verify that a shelf tag is present for every item. Rotate products and maintain displays. Maintain established margin goals by pricing according to initial markup (IMU) goals, and stay within markdown goals. Identify items for sales and promotions. Insure product is put on shelves in timely manner after receiving.
  8. Authorize payment of invoices: Verify all charges are correct. Copy each invoice and send to the business office. Keep copy on file for your/store records. Follow up with vendors or reps on any invoice, delivery, or discrepancy problems.
  9. Insure proper shipping methods for products are followed in line with store shipping programs. Follow-up with vendors or reps who do not ship according to our guidelines.
  10. Analyze sales using MBS reporting tools on POS system as needed for seasonal assortment reviews, vendor reviews, and additional reporting as necessary to support sales and merchandise strategy.
  11. Maintain and orgaize vendor samples of approved assortment styles for current season.
  12. Physically receive clothing, insignia, and St. Olaf music orders, barcode (print labels) if necessary, shelve and display merchandise on sales floor, receive merchandise in MBS retail software, authorize invoices for payment.
  13. Continually communicate with vendors regarding product, pricing, minimums, terms, graphics, shipping, labor code compliance, barcoding, digital imagery, and other vendor related concerns.
  14. Sell merchandise and assist customers – Set up merchandise and display items for resale, keep floor area well-stocked, neat and attractive, continually check inventory for possible re-orders, and plan for campus events – order, plan, and schedule accordingly.
  15. Work on sales floor and customer service: Merchandise products effectively, monitor staff information desk, answer phones, ring up sales and returns, assist in other areas of the store including opening and closing of the store and perform cash register duties. Answer customer email, mail, and web inquiries about products in clothing, soft goods, music department, and handle return questions in clothing, soft goods, music department.
  16. Update website as new items are received and older items go out-of-stock. Insure that website is always current.
  17. Help coordinate annual clothing postcard: Select items to be featured, write copy for clothing items, work with photographer during shoot, maintain inventory and oversee order processing.
  18. Graduation Coordinator: Manage regalia rentals and purchases for both faculty and students. Communicate with faculty/staff in spring and fall about rentals or purchases of regalia. Organize Grad Fest event. Coordinate dates and responsibilities with participating College departments. Collect and place orders for senior cap and gown rentals, and set up and manage distribution of senior rentals; coordinate sale and ordering of class rings, grad announcements, and diploma frames.
  19. Maintain in-stock position on all St. Olaf music.
  20. Work closely with St. Olaf records to ensure immediate stock on new recordings.
  21. Insure music inventory accuracy by receiving according to established procedures including: print purchase order, unload and insure product count, receive the items accurately and on a timely basis in the MBS POS system.
  22. Maintain established music product margin goals by pricing according to initial markup (IMU) goals, and stay within markdown goals.
  23. Identify items for sales and promotions.
  24. Ensure music product is put on shelves in timely manner after receiving.
  25. Authorize payments of music invoices. Verify all charges are correct. Copy each invoice and send to the Business Office. Keep copy on file for store records. Follow up with any vendors or reps on any invoice, delivery, or discrepancy problems.
  26. Insure proper shipping methods for music products are followed in line with store shipping programs. Follow –up with vendors or reps that do not ship according to our guidelines.
  27. Respond to phone or email inquiries, and assist in-store customers. Resolve customer problems or disputes. Open/close store as assigned
  28. Assist staff and students in other bookstore departments: As needed.
  29. Complete other projects as assigned by the Director.
  30. Support financial goals and inventory management goals: Consult regularly with consultant on retail financial goals and inventory. Analyze MBS reporting regularly to assist with buying decisions.

EDUCATION: Essential:Minimum: A post-secondary degree (e.g. technical or community college)

Desirable:A post-secondary degree (e.g. technical or community college) in fashion, retail, sales, or related field.

EXPERIENCE:

Essential:3-5 years of related retail experience with at least one-year experience as a buyer.

Desirable:1-3 years of directly applicable retail experience (college store setting) with 1-2 years experience as a buyer.

KNOWLEDGE, SKILL AND ABILITIES:

  • This position requires good communication skills, both written and verbal.
  • Previous work with computerized databases and computers in general.
  • Knowledge of ready-to-wear clothing market.
  • Knowledge of fabrics, sizing, and color coordination in design.
  • Knowledge of basic inventory control concepts, especially open-to-buy.
  • Knowledge of merchandise and display concepts.
  • Must possess a high level of accuracy and be detail oriented.
  • Excellent interpersonal, problem-solving and organizational skills.
  • Demonstrated ability to work as part of a team in a group setting.
  • Must have scheduling flexibility and be adaptable and open to change.

PHYSICAL DEMANDS:Ability to travel and attend conferences off campus. Ability to lift up to 50 lbs.

WORKING ENVIRONMENT:Cubicle office located inside the Bookstore on the ground floor of the Buntrock Commons building. Ability to navigate from office to main campus.

WORK SCHEDULE:FTE: 1.0 (40 hours a week)

TERM: 12 month, year round position

SCHEDULE:Bookstore hours 8:00 A.M. to 5:00 P.M. Monday through Friday; 10:00 A.M. to 4:00 P.M. Saturday during academic year; 7:30 A.M. to 4:30 P.M. during summer. Must work at least 1 Saturday each month; other evening and weekend work required during special events and rush. Weekly schedule to be determined and changes on a weekly basis.

APPROVAL: Victoria Beussman

DATE:February 2015