The Shipping and Receiving Clerk is responsible for the accurate processing of material shipping and receiving activities, reconciling incoming and outgoing freight with documentation, and verifying material deliveries. This role involves utilizing VIA software applications for financial, materials, and maintenance management streams to access and input shipping and receiving information.
Responsibilities
Utilize VIA software applications to access shipping and receiving information
Input shipping and receiving data and related information, including receipts, to VIA’s procurement and inventory management systems
Review and verify packing slip information with visual inspections of delivered items and items scheduled for shipping
Ensure material descriptions and shipping quantities match VIA freight reports, purchase orders, and invoices
Verify vendor information, purchase order line items, back-orders, units of issue, and receiving dates to ensure accurate invoice and inventory processing
Document exceptions on bills of lading, packing slips, or other delivery documentation
Process shipping receipts using VIA’s material management software applications
Reconcile daily delivery receipts, packing slips, shipping documentation, and receiving reports for all incoming and outgoing shipments
Coordinate with appropriate departmental staff for processing
Process completed workshop purchase orders
Receive rebuilt components to inventory
Verify component rebuild labor and materials are properly uploaded to VIA’s maintenance and material management software applications
Inspect packages for material damage, nonconformance with procurement specifications, and shortages
Confer with appropriate departmental staff regarding discrepancy resolution
Ensure all parts are properly identified and tagged for proper storage in assigned bin locations
Assist with placing stock into designated storage bins to maintain accurate inventory
Ensure incoming shipments are properly sorted, verified, and organized
Coordinate the core exchange program and ensure core return vouchers are signed at the time of receipt/exchange of components
Monitor and update VIA’s material management systems to ensure system accuracy and reliability
Prepare items for shipment by assembling, packaging, and labeling in accordance with vendor requirements and to prevent shipping damage
Load and unload materials from delivery vehicles
Coordinate the placement and storage of material
Monitor and track inbound materials and supplies
Assist with annual physical inventories and cycle counts of spare parts, materials, and supplies
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Follow departmental guidelines and procedures for processing parts, materials, and supplies
Respond to inquiries from various departments regarding the status of material in the receiving area
Research inventory system to provide receipt information
Contact carrier representatives to make arrangements and to issue instructions for shipping and delivery of parts, materials, and supplies
Deliver or route materials to departments, using work devices such as hand trucks, forklifts, and carts
Promote safety and good housekeeping throughout the warehouse and distribution operation
Comply with VIA’s Safety Policy and Procedures
Stay abreast of safety, environmental, and hazardous material regulations and procedures
Requirements
High School Diploma or equivalent
One year of additional business school, college, or training courses in related subjects
At least one year of related experience, or an equivalent combination of education and experience
Knowledge of nomenclature related to the maintenance of light to heavy-duty vehicles and operating facilities (e.g., components of vehicle brake/air systems, steering and suspension, engine and transmission, differential, air conditioning, heating systems, electrical systems, facility climate control, and elevator systems)
Operating knowledge of Microsoft Word and Excel
Capable of quickly becoming proficient in the use of VIA software systems used to process maintenance, materials, and finance streams
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
Ability to read and write English effectively
Effective interpersonal skills both in person and by telephone
Ability to communicate effectively both orally and in writing
Ability to follow oral and written instructions
Skills necessary to perform basic mathematical functions
Strong organizational skills and the ability to prioritize and complete work activities on a continuous basis in a timely manner
Strong deductive thinking and reasoning skills
Ability to identify and differentiate bus and automotive parts
Ability to interpret work orders, labor hours, and workshop purchase orders
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
Ability to establish and maintain professional and effective working relationships with VIA associates, subordinates, vendors, and representatives of outside agencies
Ability to effectively identify, research, and resolve issues of varying complexity
Strong analytical skills, sound judgement, and decision-making capability
Ability to analyze information and evaluate results to choose best solution and solve problems
Initiative and independent judgement to analyze situations and determine solutions to problems
Ability to identify and resolve issues by categorizing, estimating, recognizing differences or similarities, and detecting changes in parts nomenclature
Ability to maintain and prepare records, analyze receiving errors, and make necessary corrections within Ellipse Materials system
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
Ability to hear safety and emergency horns
Ability to maintain good work attendance
Physical ability to occasionally reach overhead, sit, and be on unprotected heights
Physical ability to frequently bend, stoop, twist, squat, kneel, climb stairs, and be around moving machinery
Medium dexterity, forearm rotational movement, hard grasping, fine manipulation, and use of foot control
Ability to continuously walk, stand, and be around extremes in temperature/humidity
Physical ability to occasionally lift/carry 75 lbs. and push/pull 100 lbs.
Physical ability to frequently lift/carry 35 lbs. and push/pull 50 lbs.
Physical ability to continuously lift/carry 25 lbs. and push/pull 35 lbs.
Important Details
Work environment: Involves deadlines, multiple priorities, rigid service goals, objectives, and a high degree of accountability. Exposure to dust, fumes, gases, noise, and unfavorable weather conditions.
About the Company
VIA is an organization where 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. Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to their 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.
