The shipping clerk corresponds with inbound and outbound drivers. Verifies load information (pickup number, appointment time, special instructions, etc.). Signs drivers in and out and provides order status updates. Schedules inbound and outbound appointments, and communicates with the load planner on carrier/customer needs. The shipping clerk will also have ownership of outbound document processing, filing, and verification.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Records arrival and departure times for outbound loads.
- Verifies all load information (pick up number, in time/out time, appointment time, BOL number, master number, and destinations).
- Ensure that all information is noted and accurate on the appointment log, drivers log, detention log, and bill of ladings.
- Conduct a daily yard check to ensure that all trailers are closed and sealed.
- Print bill of ladings, fills out bill information (seal#, trailer#, picker/checker/loader), releases bills, and scans bills.
- Verifies that all bill of ladings have been released, scanned, and filed accordingly.
- Coordinates with the load planner on scheduling changes, shipping requirements, appointing, pick up requests, carrier updates and any load status information pertinent to the operation.
- Appoint outbound common carrier outbound loads.
- Notifies truck loaders, LTL loaders, and finished goods receivers of incoming drivers and carrier cut off times (detention/break bulk).
- Acts as a liaison between outbound/inbound carriers and shipping leads.
- Schedules and confirms all outbound and inbound appointments with carriers.
- Updates and maintains the inbound/outbound appointment logs.
- Update, maintain, and distribute the Carrier Wait Time report, as well as the Carrier No Show Report
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
- Interpersonal Skills – Focuses on solving conflict, not blaming; Listens to others without interrupting; Remains open to others’ ideas and tries new things. Clearly communicates with operations personnel, drivers, load planners, customer care, and carriers.
- Oral Communication – Listens and gets clarification; Responds well to questions; Participates in meetings.
- Written Communication – Able to read and interpret written information.
- Teamwork – Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed.
- Quality Management – Looks for ways to improve and promote quality.
- Cost Consciousness – Conserves organizational resources.
- Diversity – Shows respect and sensitivity for cultural differences.
- Ethics – Treats people with respect; Keeps commitments; Works with integrity and ethically; Upholds organizational values.
- Organizational Support – Follows policies and procedures; Supports organization’s goals and values.
- Judgement – Includes appropriate people in decision-making process.
- Motivation – Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently.
- Professionalism – Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity.
- Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions ; Uses equipment and materials properly.
- Adaptability – Able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality – Is consistently at work and on time; Arrives at meetings and appointments on time.
- Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals..
- Initiative – Volunteers readily; Asks for and offers help when needed.
- Innovation – Generates suggestions for improving work.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be proficient in Microsoft Office Suite, specifically Excel. The ability to create spreadsheets, and pivot tables is preferred.
Education and/or Experience
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will be required to lift and/or move up to 50 pounds (infrequent).
While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear. The employee is occasionally required to climb or balance. The employee may be called on to label cases, or assist the operation with physical functions outside of the primary job description. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly exposed to moving mechanical parts. The noise level in the work environment is usually moderate.
Required experience:
- 1 to 3 months related experience. 1 year preferred.: 1 year
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