Customer Service Representative

JOB DESCRIPTION

Data Entry Clerk

Department: Customer Service Job Status: Full-Time

FLSA Status: Non-Exempt Reports to: Customer Service Director

Work Schedule: M-F 8:00 - 5:00 pm Positions Supervised: N/A

POSITION SUMMARY:

The responsibilities of this position is to assist with the data entry of the account. Assist the department in obtaining all the information needed. General office duties, billing, EDI, or Customer AP accounts payable email, filing, answering telephone calls. Communicate with Sales Representative, Purchasing and/or Warehouse staff on pending items for order process. Process customer orders including but not limited to input in JD Edwards, shipping instructions, and pricing. Research on Proof of Delivery (PODs) for Customers. The position requires participation in scheduled inventories, as needed

ESSENTIAL FUNCTIONS:

• General office duties, billing, EDI, filing, answering telephone calls, preparing shipping documents including but not limited to Bill of Lading, Airway Bill, Shipping Export Declaration, Customs 7512 Form.
• Process customer orders including but not limited to input in JD Edwards, shipping instructions and pricing.
• The position requires participation in scheduled inventories, as needed.
• Overtime will be required.

MINIMUM REQUIREMENTS:

High School Diploma or GED. A minimum of 1-2 years of freight forwarding or related field or a combination of education and experience. Preferably familiar with Export business. Prior experience with EDI & JD Edwards preferred.

SKILLS, KNOWLEDGE & ABILITIES:

• Good computer skills with working knowledge of MS Office programs
• High level customer service and organizational Skills
• Able to multitask and solve problems under stressful/high pace environment
• Able to work overtime
• Must be detail oriented
• Ability to communicate effectively with all levels of management, co-workers and vendors
• Ability to closely follow detailed procedures and processes
• Strong planning and organizational skills with ability to work under strict deadlines
• Ability to function independently as well as part of a team in a multi-task environment
• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Active listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking - talking to others to convey information effectively.
• Writing - communicating effectively in writing as appropriate for the needs of the audience.
• Perceptual Speed - the ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
• Information ordering - the ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Interacting with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Getting Information - observing, receiving, and otherwise obtaining information from all relevant sources.
• Documenting/Recording Information - entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Processing Information - compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Communicating with Supervisors, Peers, or Subordinates - providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Enter information into databases or software programs.
• Compile data or documentation.
• Verify accuracy of financial or transactional data.
• Store records or related materials.
• Check data for recording errors.

COMPUTER SKILLS/EQUIPMENT OPERATION:

• Good computer skills: Word/Excel/Power Point/Outlook
• Computer, calculator, fax machine, copier, telephone
• Background in EDI and JD Edwards preferred

PHYSICAL ABILITIES FOR JOB DESCRIPTION:

Physical Abilities Lift /Carry

Stand F (Frequently) 10 lbs or less F (Frequently)

Walk F (Frequently) 11-20 lbs O (Occasionally)

Sit F (Frequently) 21-50 lbs N (Not Applicable)

Handling / Fingering F (Frequently) 51-100 lbs N (Not Applicable)

Reach Outward F (Frequently) Over 100 lbs N (Not Applicable)

Reach Above Shoulder F (Frequently

Climb O (Occasionally)

Squat or Kneel O (Occasionally)

Crawl N (Not Applicable)

Bend O (Occasionally)

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 to 2.5+ hrs/day)

F (Frequently) Occupation requires this activity from 33%-66% of the time (2.5 to 5.5 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)

Other Physical Requirements

Vision (Near, Distance, Peripheral, Depth Perception)

• Vision: The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.

Sense of Sound (Sounds):

• The noise level in the work environment is usually moderate.

Essential Personnel:

This function/position has been designated as "essential." This means that when the Company is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at the Company.

WORK ENVIRONMENT

• Working conditions are good. Physical demand is normal and that of regular office conditions such as sitting, standing and walking.
• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body

Supervisor: Date:

Supervisor

Approval Signature: Date:

Human Resources Director

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

I acknowledge receipt of the job description. It has been reviewed with me by my supervisor. I understand should I have any questions regarding my duties I will consult with my supervisor and/or the Human Resources Department.

Employee: Date:

(Print Name)

Employee:

(Signature)