Policy Processing Clerk jobs in Ann Arbor, MI

Job Title: Processing Clerk

Department: Administration

FLSA Status: Non-Exempt

Summary

Under general supervision, the Processing Clerk is responsible for timely and accurate set up of customer orders, shipping order administration, and receipt and processing of customer payments as well as general office duties.

Essential Functions

The duties listed below are the specific duties and tasks that someone in this position must accomplish (i.e. why the job exists.) These are the core responsibilities of the position that cannot be modified or eliminated. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the level and/or class of this position.

Custom Service

• Researches and resolves customer issues.
• Using pre-determined pricing schedules, provides customers with a written pricing quote for various BLM products and parts.
• Answers customer questions about pricing, order placement, order updates, and status of shipping orders.
• Resolves customer issues and complaints as they relate to product orders and directs larger complaints to the appropriates teams or manager.
• Utilizes shipping vendor websites to track shipments and provide customers with shipping updates.
• Other duties as assigned by management.

Order Processing

• Receives orders and verifies the accuracy and completeness of the customer order file.
• Prepares deposit invoices for issuance to the customer for verification of their orders.
• Verifies part numbers and pricing.
• Enters customer orders into the appropriate systems.
• Ensures all parts and accessories are available to complete each order.
• Generates an Order Acknowledgment form to provide customer order information including costs, order number, and estimated date of delivery.
• Provides Order Acknowledgments to the Warehouse team for processing and to Accounting team for invoicing to the customer.
• Provide Return Material Authorization (RMAs) for customer returns, completes a Disposition Form, and emails them to the customers.
• Prepares Delivery Notes for the release of product.
• Creates a final invoice for submission to the customer.
• Ensures all systems are updated throughout the order process.
• Other duties as assigned by management.

Accounts Receivable

• Receives customer payments, matches invoices, and enters payments into the appropriate systems.
• Collects on past due accounts.
• Researches and resolves account discrepancies.
• Prepares weekly bank deposits and ensures deposits are handled in a timely manner.
• Files AP items when completed.
• Other duties as assigned by management.

General Office Duties

• Maintains the accuracy of sales tax spreadsheets and submits sales tax information to the various State websites.
• Maintains the bi-weekly payroll spreadsheet for the Service Department, ensuring all time sheets are correctly entered and balanced.
• Maintains the warranty spreadsheet.
• Analyzes and resolves inventory discrepancies.
• Provides back up coverage for the Shipping, Receiving, and Warehouse team members, as well as, the Service Parts Coordinator duties.
• Other duties as assigned by management.

Education and Experience

• Minimum of a high school education
• Minimum of two (2) years of general office experience
• Minimum of two (2) years of customer service experience
• Some accounts payable experience would be preferred

Licensing/Certifications

• None

Knowledge, Skills, and Abilities

• Able to communicate effectively both verbally and in writing
• Able to read and write English
• Able to follow both verbal and written instructions
• Simple math skills required
• Familiarity with Microsoft Office Suite, with a good understanding of Excel
• Able to accurately enter and maintain data in a computerized system
• Good attention to detail
• An organizational aptitude
• Ability to work effectively with minimal supervision
• Excellent time management skills
• Ability to work with all levels of team members and personalities
• Familiar with packing slips, along with UPS/FedEx online software
• Able to fill out bills and various forms required by major freight carriers
• Ability to estimate weight of packages, to calculate shipping costs
• Familiar with packing methods and materials

Equipment, Machinery, Tools, and Vehicles Used

• General office equipment, including, computers, printers, fax machines and telephones
• Forklift
• Pallet Jack

Physical Demands

The physical demands described here are representative of those that an employee must be able to accomplish in order to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to fifteen (15) pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Work is performed primarily in a warehouse environment where temperatures may vary.

Reporting Relationships

This position reports to the Spare Parts/Shipping and Receiving Supervisor.

Supervisory Responsibility

None.

We are an Equal Employment Opportunity (“EEO”) Employer. If you need assistance or an accommodation with completing the application, you may contact us at (248) 560-0080.