Shipping And Receiving Clerk

GENERAL DESCRIPTION OF WORK:

Responsible for the accurate processing of material shipping and receiving activities. Reconciles incoming and outgoing freight with procurement and inventory related documentation. Verifies material deliveries including contents, quantities, nomenclature, and quality.


ESSENTIAL FUNCTIONS:

Utilizes VIA software applications that encompass financial, materials, and maintenance management streams to access shipping and receiving information.


Inputs shipping and receiving data and related information, including receipts, to VIA's procurement and inventory management systems.


Reviews and verifies packing slip information with visual inspections of delivered items and items scheduled for shipping and ensures material descriptions and shipping quantities match VIA freight reports, purchase orders, and invoices; verifies vendor information, purchase order line items, back-orders, units of issue, and receiving dates to ensure accurate invoice and inventory processing; and documents exceptions on bills of lading, packing slips, or other delivery documentation.


Processes shipping receipts using VIA's material management software applications, is responsible for the daily reconciliation of delivery receipts, packing slips, shipping documentation, and receiving reports for all incoming and outgoing shipments, and coordinates with appropriate departmental staff for processing.


Processes completed workshop purchase orders, receives rebuilt components to inventory, and verifies component rebuild labor and materials are properly uploaded to VIA's maintenance and material management software applications.


Inspects packages for material damage, nonconformance with procurement specifications, and shortages; confers with appropriate departmental staff regarding discrepancy resolution.


Responsible for ensuring all parts are properly identified and tagged for proper storage in assigned bin locations.


Assists with placing stock into designated storage bins to maintain accurate inventory and ensuring incoming shipments are properly sorted, verified, and organized.


Responsible for the coordination of the core exchange program and ensures core return vouchers are signed at the time of receipt/exchange of components.


Responsible for monitoring and updating VIA's material management systems to ensure system accuracy and reliability.


Prepares items for shipment by assembling, packaging, and labeling in accordance with vendor requirements and to prevent shipping damage; loads and unloads materials from delivery vehicles; coordinates the placement and storage of material; and monitors and tracks inbound materials and supplies.


Assists with annual physical inventories and cycle counts of spare parts, materials, and supplies.


Follows departmental guidelines and procedures for processing parts, materials, and supplies.


Responds to inquiries from various departments regarding the status of material in the receiving area and researches inventory system to provide receipt information.


Contacts carrier representatives to make arrangements and to issue instructions for shipping and delivery of parts, materials, and supplies.


Delivers or routes materials to departments, using work devices such as hand trucks, forklifts, and carts.


Promotes safety and good housekeeping throughout the warehouse and distribution operation and complies with VIA's Safety Policy and Procedures.


Stays abreast of safety, environmental, and hazardous material regulations and procedures.


This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

High School Diploma or equivalent, plus one (1) year of additional business school, college, or training courses in related subjects and at least one (1) year of related experience, or an equivalent combination. Education and/or experience beyond minimum requirements may be used to determine an equivalent combination.


ADDITIONAL REQUIREMENTS:

Must have knowledge of nomenclature related to the maintenance of light to heavy-duty vehicles and operating facilities. Examples of this nomenclature include components of vehicle brake/air systems, steering and suspension, engine and transmission, differential, air conditioning, heating systems, and electrical systems along with facility climate control and elevator systems.


Must have operating knowledge of Microsoft Word and Excel, and be capable of quickly becoming proficient in the use of VIA software systems used to process maintenance, materials, and finance streams.


Must have ability to read and understand moderately complex materials such as invoices, receiving documents, packing slips, bills of lading, credit memos, discrepancies, work orders, and other related items.


Must have the ability to read and write English effectively.


Must have effective interpersonal skills both in person and by telephone.


Must have the ability to communicate effectively both orally and in writing.


Must have the ability to follow oral and written instructions.


Must have the skills necessary to perform basic mathematical functions.


Must have strong organizational skills and the ability to prioritize and complete work activities on a continuous basis in a timely manner.


Must have strong deductive thinking and reasoning skills.


Must have the ability to identify and differentiate bus and automotive parts.


Must have the ability to interpret work orders, labor hours, and workshop purchase orders.


Must have the ability to prepare documentation for domestic and international shipments.


Thorough knowledge of safety, environmental, and hazardous material handling procedures and regulations common to office, public, fleet, and industrial environments.


Thorough knowledge of the theory, methods, materials, supplies, and common office procedures used in large-scale warehouse and distribution operations.


Must be able to establish and maintain professional and effective working relationships with VIA associates, subordinates, vendors, and representatives of outside agencies.


Must be able to effectively identify, research, and resolve issues of varying complexity.


Strong analytical skills, sound judgement, and decision-making capability.


Must be able to analyze information and evaluate results to choose best solution and solve problems.


Requires initiative and independent judgement to analyze situations and determine solutions to problems.


Must be able to identify and resolve issues by categorizing, estimating, recognizing differences or similarities, and detecting changes in parts nomenclature.


Must have the ability to maintain and prepare records, analyze receiving errors, and make necessary corrections within Ellipse Materials system.


Must have the ability to operate various material handling tools and equipment to include banding machines, hose cutting machines, weight scales, power tools, shrink wrap equipment, forklifts, electrical parts carts, pallet jacks, and VIA support vehicles.

Must be able to hear safety and emergency horns.


Must be able to maintain good work attendance.

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support all applicable VIA EEO Policies and Procedures.


PHYSICAL REQUIREMENTS:

Must have physical ability to occasionally reach overhead, sit, and be on unprotected heights; ability to frequently bend, stoop, twist, squat, kneel, climb stairs, and be around moving machinery; requires medium dexterity, forearm rotational movement, hard grasping, fine manipulation, and use of foot control; and ability to continuously walk, stand, and be around extremes in temperature/humidity.


Must have physical ability to occasionally lift/carry 75 lbs. and push/pull 100 lbs.; ability to frequently lift/carry 35 lbs. and push/pull 50 lbs.; and ability to continuously lift/carry 25 lbs. and push/pull 35 lbs.


WORK ENVIRONMENTS:

Work involves deadlines, multiple priorities, rigid service goals, objectives, and a high degree of accountability.


Work involves exposure to dust, fumes, gases, noise, and unfavorable weather conditions.


VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.