Job Description for a Rental Service Point Clerk

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First name and surname ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction defines the tasks, duties, rights, responsibilities, and working relationships of the employee in the occupation “Rental Service Point Clerk” (Ukrainian official occupational title: «Приймальник пункту прокату»), code ДК 003:2010 — 4131. The area of work is the rental of non-food goods. Structural unit: ____________________.

1.2. The employee belongs to the category “clerical support staff” and reports directly to the head of the rental service point or another manager designated by the employer. The workplace and work schedule are determined by the employment contract and internal work rules.

1.3. The employee is hired and dismissed by order of the employer on the grounds and in the manner provided for by labor legislation. Before starting work, the employee is informed of the job function, working conditions, and this instruction.

1.4. Qualification requirements: general secondary education and vocational training in receiving and issuing rental items, preparing documents, and checking their condition. The employee may work independently after training in the rules for using the range of items and demonstrating them safely.

1.5. In work, the employee is guided by the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal work rules, the employer’s lawful orders, this instruction, and approved documents of the employee’s unit.

1.6. The employee must know: the range, completeness, and rules for safe use of rental items; agreed tariffs, periods, and contract terms; procedures for documenting issue, return, and settlements; and rules for safeguarding property and protecting user data.

1.7. During the employee’s absence, their duties are performed by a person designated by order of the employer, subject to qualification and work-access requirements, the employee’s consent, and payment for substitution in cases established by law. Transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program using their own account and within the rights granted. The employee must not disclose their password to others or change data beyond their authority, and must report identified errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Receives requests and complaints concerning rentals, clarifies the customer’s needs, and provides accurate information about the item’s purpose, condition, availability, cost, and terms of use.

2.2. Checks that an item is ready for issue: its identification, completeness, external condition, and confirmed operability within the scope of the assigned check.

2.3. Separates faulty or unchecked items, informs the manager, and does not issue them for use until an appropriate decision is made.

2.4. Prepares the contract and issue document containing information about the item, completeness, condition, term, fee, and agreed lawful terms; provides the user with the appropriate copy of the documents.

2.5. Collects only the user data that is necessary and supported by an appropriate legal basis, and does not accept as security documents whose acceptance as security is prohibited by law.

2.6. Explains safe-use and return rules, provides the necessary instructions and accessories, and demonstrates an item only within the employee’s training and under safe conditions.

2.7. Accepts contractually prescribed payments only when authorized, observing settlement procedures and issuing the appropriate document; accepts and returns security in accordance with lawful agreed terms.

2.8. On return, checks the item, its completeness, and external condition against the issue document; arranges for an appropriately qualified employee to check its operability when necessary.

2.9. Records late returns, damage, or incomplete sets and forwards the materials to the manager; does not independently determine the user’s fault, an arbitrary amount of damage, or unlawful penalties.

2.10. Places returned items in the designated area until inspection and preparation are complete and does not mix them with items ready for issue.

2.11. Maintains the prescribed records of issues, rental periods, returns, and documents; informs the manager about unreturned items and requests and complaints from users, and participates in physical inventory counts.

2.12. Records in Torgsoft the rental of a designated item for the agreed period, verifies the user, dates, cost, and issue documents, and checks the item’s actual readiness before handover.

2.13. Records the actual issue and completion of the rental in Torgsoft in a timely manner and within the access granted. Reconciles payment and security records against supporting documents; records the item’s return and refund of money as separate actual actions.

2.14. Completes the occupational safety training and briefings required for the work, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment for their intended purposes.

2.15. Immediately informs the direct manager of a threat to life or health, an accident, fire, injury, or malfunction. In a dangerous situation, stops the hazardous work, follows the response and evacuation plan, and does not endanger themself or others.

3. Rights

3.1. To receive from the manager and responsible employees documents, accurate information, and explanations necessary to perform the job function, within the established access rights.

3.2. To require serviceable equipment, proper working conditions, necessary materials, and personal protective equipment where required for the work.

3.3. To report violations and submit proposals concerning work organization, safeguarding property, safety, and improving service, and to have the manager consider such proposals.

3.4. To refuse assigned work if a work situation arises that is dangerous to the life or health of the employee, people around them, the work environment, or the natural environment, immediately informing the direct manager or employer.

3.5. To exercise the right to pay, rest, vocational training, and protection of labor rights in accordance with legislation. To provide explanations concerning the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, breach of labor discipline, and violations of occupational safety requirements, the employee is liable in accordance with the procedure and within the limits established by law. Disciplinary sanctions are applied in compliance with the prescribed procedure.

4.2. Material liability arises where the grounds and conditions prescribed by law exist, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by law; the mere fact of a shortage is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary sanctions, unconditional reimbursement of shortages, or the employer’s right to withhold money from wages outside the lawful grounds and procedure.

4.4. For violations of rules on safeguarding documents, accounting data, property, and confidential information, the employee is liable where at fault and within the limits established by law.

5. Working relationships

5.1. The employee receives approved tariffs, contract terms, and decisions on disputed returns from the manager, and reports to the manager on rental status and late returns.

5.2. The employee coordinates item operability and preparation with the technical inspection employee, safekeeping and movement with the warehouse, and payments, security, and documents with the cashier and accounting department.

5.3. The employee transfers unfinished matters and work results to an employee designated by the manager. The transfer of documents, goods, money, or other valuables is recorded in the prescribed manner; unresolved discrepancies are reported.

6. Final provisions

6.1. This instruction enters into force after approval by the employer. Before beginning the relevant work, the employee acknowledges it by signature or by another method agreed upon in accordance with law that makes it possible to confirm that it was read.

6.2. Amendments to the instruction are approved by order of the employer in compliance with labor legislation and applicable provisions concerning martial law. Amending the instruction does not replace the proper formalization of a change in job function, transfer, or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel documents. The employee is given the opportunity to review the current instruction and obtain a copy.

Prepared by: position ____________ signature ____________ first name and surname ____________________ date ____________

Agreed by: position ____________ signature ____________ first name and surname ____________________ date ____________

I have read this instruction: first name and surname ____________________ signature ____________ date ____________

Legislative framework

Torgsoft for accountants

See how stock, documents and payments are connected

The Torgsoft demo lets you reproduce typical store operations and review the data used by an accountant.

Stock movement Record goods receipts, sales, returns, write-offs, transfers and stocktakes.
Documents, payments and fiscal receipts Compare stock documents, payment methods, balances and linked fiscal receipts.
Multiple businesses Review how documents, fiscal registers, accounts and reports are separated between sole traders and legal entities.

Last name and first name
Phone number
Other contact information
Database type
Do you need a call and consultation from a company employee? Yes No Choose one of the options
I agree with Torgsoft's Privacy Policy. Please review Torgsoft's Privacy Policy. If you agree, please confirm below.