Invoicing Data Clerk

Invoicing Data Clerk

Job Description

Department: Inventory

Job Status: Full-Time

FLSA Status: Non-Exempt

Reports To: Inventory Manager

Location: Ponca City, Oklahoma

Amount of Travel Required: N/A

Work Schedule: Monday – Friday, 7:30 a.m. – 4 p.m.

Positions Supervised: N/A

POSITION SUMMARY:

The Invoicing Data Clerk supports receiving, inventory, material control, production job, data entry, documentation, and shipping activities for all facilities. They will review and process receiving documentation, purchase orders, picklists, travelers, inventory adjustment tickets, shipping documents, and customer required documentation. This role maintains accurate material, job, location, and shipping records; assists with research and correction of inventory and work in process discrepancies; and provides shipping and administrative support as needed.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may")

• Process daily receiving documentation and verify packing lists against purchase order requirements for both facilities.
• Execute inventory and material transactions, including raw material picklists, location changes, stock movements, and item reclassifications.
• Verify and enter material traceability data, such as heat numbers and part numbers, into bills of material and tracking spreadsheets.
• Maintain digital and physical records for Material Test Reports (MTR), Certificates of Compliance, and Manufacturer’s Statements of Origin (MSO).
• Update production job status by processing travelers, verifying time entry, and running mass job closing procedures.
• Research and resolve routine inventory discrepancies, including quantity overissues and negative inventory balances.
• Generate and apply labels for inventory bins, shipping packages, and barcode requirements.
• Create shipping documentation, including bills of lading, shippers, and invoices for sales orders and outside vendor processing.
• Coordinate shipment scheduling through third party carrier portals (FedEx, UPS, etc.) and complete customer specific notifications.
• Prepare and verify vehicle related documentation, including VIN verification and incomplete vehicle documents.
• Perform administrative duties including ordering office supplies, maintaining freight tracking spreadsheets, and processing visitor sign ins.
• Performs other related duties as assigned to assist with successful operations and business continuity.