Scanning Coordinator

Scanning Coordinator Job Description

Updated 1/22/24, Chris Dilley

Purpose

This position ensures the smooth functioning of the entire POS scanning system, LOC SMS; maintains accurate, up-to-date prices, computer records, and shelf tags; connects purchases to accounting; and trains other staff on SMS as needed. Additional duties are related to general IT systems maintenance.

Status

• Reports To: General Manager
• FLSA Status: Non-Exempt
• Hours: Part-time, 20 hours per week

Essential Responsibilities and Functions

Excellence in customer service is our primary goal. A great customer experience should guide us in all we do.

Customer Service

• Offer consistent, fair and respectful customer interactions (both internal and external customers).
• Ensure a high standard of customer service store-wide according to established customer service vision and expectations.
• Provide product information and educational materials to customers and staff.
• Ensure quick response to customer questions and concerns. Maintain communication through the customer comment box.
• Understand and communicate the ‘cooperative advantage’ and the particulars of membership to shoppers and staff alike. Work to advance the mission of the Co-op through outstanding service to everyone we meet every day.

Department Responsibilities

POS Operations

• Develop, monitor and maintain all necessary product information in POS system, ensuring accuracy and integrity.
• Responsible for the deployment of monthly price change files.
• Train new staff on SMS functions.
• Coordinate daily, weekly, and monthly price changes of both regular and sale prices.
• Enter new products as needed; validates shelf and sale prices, performs audits when necessary.
• Print and maintain shelf tags and labels, create sale batches and maintain sale signage.
• Work with other managers to identify and resolve problem areas throughout the handheld scanning system, developing storewide policies when necessary.
• Work with General Manager and Front End staff to ensure that the registers are running accurately and smoothly and help address cashier, customer service and member database concerns.
• Maintain weight security on self-checkout system.
• Scan and upload coded invoices to accounting folder.
• Produce reports as requested by GM and department heads; monthly Double Up Food Bucks, Co-op Basics, register audits, non-local weekly sales items.
• Be proactive with regard to creative self-learning and professional development.
• Attend all required meetings, trainings, seminars and workshops.
• Assist GM and Marketing in all POS functions.
• Coordinate inventories and all tasks involved from set-up to reporting.

Information Technology

• Data Protection – Ensure the collection, security and integrity of Co-op data.
• Maintain all systems and upgrade when needed.
• Work with store management to provide seamless integration of technology.
• Develop network usage, resources and documentation, PCI compliance direct IT audits as needed.
• Work with outside technical support, as needed.
• Identify and correct computer problems as they arise.
• Coordinate equipment and software purchases, installations and maintenance.
• Responsible for e-mail system, security, music, alarm, paging and phone systems.
• Contact person for surveillance system; print photos or save video as needed for evidence in shoplifting, burglary or other activity as needed.
• Maintain active directory of current staff.
• Responsible for ensuring all technology systems are up to date and properly maintained.
• Responsible for preventative maintenance for scales, workstations and registers.

Other Responsibilities

• Participate in periodic department meetings.
• Accept other duties as assigned by General Manager.

Physical Job Requirements

The physical requirements described here are those that an employee must meet, with or without reasonable accommodation, to successfully perform the essential functions of this job.

• Ability to lift and carry up to 30 pounds frequently.
• Ability to be present in assigned work area for up to 3 hours without rest.
• Ability to bend, stoop, squat, kneel, climb stairs or ladder.
• Ability to reach above shoulder height occasionally.
• Ability to talk and hear to communicate with customers.
• Finger and hand dexterity with ability to grasp and hold items of different sizes.
• Vision ability – close, distance, peripheral vision and depth perception.

Working Conditions

The work environment described here is representative of the conditions an employee may encounter while performing the essential functions of this job.

• Frequent exposure to cold, hot, wet or humid conditions.
• Exposure to fumes, airborne particles, hazardous materials ranging from natural to chemical (store products, cleaning products, scents from working in a public setting).
• Exposure to and potential handling of fresh foods including meats and seafood.
• Handling objects that have been handled by the public.
• Frequently performs work standing on cement floors at the cash register.
• May work occasionally in temperature extremes (walk-in freezer, outside warehouse, hot kitchen, etc.).
• Noise level in the store is usually moderate to loud.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily, with or without reasonable accommodation. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Three years IT-related professional experience or relevant degree that demonstrates the ability or aptitude to successfully meet all expectations listed above.
• Experience with Point of Sale system software desired.
• Proficiency in Advanced MS Excel required.
• Experience with data analysis and interpretation desired.
• Ability to work effectively for long periods of time at a computer.
• Has a working knowledge of all Microsoft Office programs.
• Organized and detail oriented.
• Outstanding customer service.
• Ability to prioritize and manage multiple tasks or projects.
• Ability to meet deadlines.
• High level of accuracy and attention to detail.