Position Classification Description

Position Class Code / Title: O5004 / Shipping & Recvg Coord/Retail
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Coordinates the procurement, receiving, processing, and distribution of resale goods, supplies, and equipment to the various retail departments within the UNM Bookstore. Coordinates routine day-to-day supplier interactions, inventory records management and data entry, and disposition of shipping and receiving facilities and equipment. Monitors and functionally coordinates the day-to-day activities staff and/or student employees. May provide direct customer assistance in the identification and selection of inventory items.

Duties and Responsibilities

  1. Inspects incoming shipments and compares packing slips with purchase order to verify accuracy; identifies and records discrepancies, damages, and defects; notifies supervisor and accounting personnel, and works with vendor to correct invoicing and/or order replacement products.
  2. Ensures that all resale products, materials, supplies and equipment received are processed, prepared, and distributed to departments in a timely manner.
  3. Coordinates the timely classification and coding of pertinent receiving information; oversees data entry of receiving information into computerized inventory and financial systems, and provides backup data entry services as required.
  4. Coordinates vendor returns with buyers and retail division managers; contacts vendors to obtain appropriate return authorizations as required.
  5. Inspects outgoing shipments and compares packing slips with chargebacks and orders to verify accuracy; identifies and records discrepancies, damages, and defects; notifies supervisor, and works with buyers and retail division managers to correct. Prepares orders and chargebacks for shipping.
  6. Assists in the implementation of automated data collection and control systems and procedures for shipping and receiving.
  7. Identifies and investigates potential problems related to goods purchasing and/or receiving, and follows up to ensure timely and accurate product delivery and distribution.
  8. Processes purchasing and financial transaction documentation; reconciles packing lists and/or invoices with purchase orders in preparation for payment of invoices.
  9. Monitors status of current purchase orders through contact with buyers and vendors, and maintains and updates currency of shipping schedules for purchased goods.
  10. Keeps work areas orderly, clean, and safe; ensures proper care in the use of equipment and supplies.
  11. Maintains files and records of materials, prices, inventories, and deliveries.
  12. Leads and trains lower graded staff and/or students on a functional basis; deputizes for the unit supervisor as and when required.
  13. May prioritize and process all incoming web orders, runs check for fraudulent orders, delegate pick slips to the department for processing, verify pick slips, input data on computer system. Prepares for shipping or pick up.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Working knowledge of resale product, supplies, and equipment ordering and inventory control procedures.
  • Skill in the use of personal computers and related software applications.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to understand and follow safety procedures.
  • Working knowledge of computerized receiving processes, product class codes, and returns procedures.
  • Ability to identify, analyze, and resolve problems.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to read, sort, check, count, and verify numbers.
  • Database and records management skills.
  • Ability to work both independently and in a team environment.
  • Organizing and coordinating skills.
  • Knowledge of postal or commercial shipping methods and procedures.
  • Ability to prepare routine administrative reports and paperwork.
  • Ability to foster a cooperative work environment.
  • Ability to operate commercial materials handling equipment and to manipulate heavy objects.
  • Knowledge of accounts payable procedures and practices.
  • Ability to project and handle shipping and receiving workflow within a high-volume retail environment.

Distinguishing Characteristics

    Position requires: a) oversight of the processing, preparation, and timely distribution of resale product and supplies into retail departments; b) monitoring and coordination of shipping and receiving workflow, facilities, and staff; c) performing routine administrative coordination and internal tracking of shipping and receiving documents; d) creating and maintaining computerized records and databases; e) using discretion and making administrative judgments based on existing operating guidelines to resolve day-to-day operating issues; f) gathering and analyzing data in order to create and prepare routine and ad-hoc reports and correspondence.

Conditions of Employment

  • Successful candidate must submit to post-offer, pre-employment physical examination and medical history check.

Working Conditions and Physical Effort

  • Moderate physical activity. Requires repetitive handling of objects that can weigh up to 50 pounds (or greater mass that require mechanical assistance). Standing or walking may occur up to 65% of time.
  • Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.
  • Work may involve moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 06/10/2019