Key Responsibilities and Required Skills for Holding Clerk

🎯 Role Definition

This role requires a highly organized and detail-oriented Holding Clerk to join our team. In this critical support role, you will be the gatekeeper of our physical and digital assets, ensuring the accuracy, integrity, and security of our inventory, records, and materials. The ideal candidate is a proactive problem-solver with a strong sense of responsibility, capable of maintaining meticulous records and facilitating the smooth flow of items through our systems. As a Holding Clerk, you are fundamental to our operational success, preventing discrepancies and ensuring that all assets are accounted for, properly stored, and readily accessible to authorized personnel.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Data Entry Clerk
General Laborer or Production Assistant
Administrative Assistant

Advancement To:

Inventory Control Lead / Supervisor
Logistics Coordinator
Records Manager
Supply Chain Analyst

Lateral Moves:

Shipping and Receiving Clerk
Purchasing Assistant
Quality Control Inspector

Core Responsibilities

Primary Functions

Meticulously receive, unload, and inspect incoming shipments of materials, supplies, or documents, verifying contents against purchase orders, invoices, or manifests to ensure accuracy and condition.
Perform precise data entry to record all incoming and outgoing items into the inventory management system (ERP/WMS) or records database in real-time.
Organize, label, and store inventory, parts, or files in designated holding areas, racks, shelves, or bins according to company protocols to ensure quick and accurate retrieval.
Conduct regular physical inventory counts, cycle counts, and audits to reconcile stock quantities with system records, investigating and resolving any discrepancies promptly.
Process and fulfill internal material requisitions or external orders by accurately picking, packing, and staging items for distribution, shipment, or inter-departmental transfer.
Prepare, generate, and attach shipping labels, packing slips, and other necessary documentation to outbound packages to ensure compliance and proper handling.
Operate material handling equipment, such as forklifts, pallet jacks, and RF scanners, safely and efficiently to move and manage stock within the facility.
Maintain the cleanliness, organization, and safety of the stockroom, warehouse, or records holding area, adhering to all company safety standards and OSHA regulations.
Monitor inventory levels and material usage rates, reporting on potential shortages, overstock situations, or slow-moving items to management.
Manage the complete lifecycle of physical and digital records, including classification, storage, retrieval, and secure disposition in accordance with retention policies.
Investigate and document root causes of inventory discrepancies, damages, or losses and recommend corrective actions to prevent future occurrences.
Coordinate with procurement, logistics, and production departments to ensure a seamless flow of materials and timely communication regarding stock availability.
Handle and process returned goods (RMAs), inspecting items for damage, updating inventory records, and routing them for restocking, repair, or disposal.
Control access to secure holding areas, ensuring only authorized personnel can retrieve sensitive documents or high-value inventory.
Generate and analyze regular reports on key inventory metrics, including stock levels, turnover rates, order fulfillment accuracy, and cycle count results.
Assist in the development and continuous improvement of inventory control procedures, standard operating procedures (SOPs), and best practices.
Carefully package and protect sensitive materials, fragile goods, or confidential documents to prevent damage during storage and transit.
Audit inbound and outbound paperwork, cross-referencing with physical items to guarantee 100% accuracy before final processing.
Retrieve and deliver requested files, documents, or materials to appropriate departments or personnel in a timely and confidential manner.
Update and maintain tracking systems with the precise location, status, and movement history of every item or record under your control.
Ensure all serialized or lot-controlled items are tracked accurately from receipt to issuance, maintaining full traceability.

Secondary Functions

Assist in training new team members on standard operating procedures, safety protocols, and use of inventory management software.
Provide backup support to adjacent departments, such as shipping, receiving, or administrative teams, during peak periods or staff absences.
Participate in cross-functional team meetings and continuous improvement projects aimed at enhancing overall operational efficiency and accuracy.
Perform minor administrative duties, including filing paperwork, answering phone inquiries related to stock, and managing supply requisitions for the department.

Required Skills & Competencies

Hard Skills (Technical)

Inventory Management Software: Proficiency with Warehouse Management Systems (WMS) or Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, NetSuite).
RF Scanner Operation: Skilled in using radio-frequency or barcode scanners for tracking inventory movements.
Microsoft Excel: Intermediate to advanced skills, including using formulas, VLOOKUP, pivot tables, and data sorting for reporting and analysis.
Data Entry: High speed and accuracy in entering numerical and alphabetical information.
Cycle Counting & Auditing: Deep understanding of techniques for maintaining inventory accuracy.
Material Handling Equipment (MHE) Operation: Certification or experience operating forklifts, pallet jacks, or other warehouse equipment.
Records Management Principles: Knowledge of filing systems, data archiving, and document lifecycle management.
Basic Mathematics: Strong arithmetic skills for counting, reconciliation, and verification.
Shipping/Logistics Software: Familiarity with platforms like FedEx Ship Manager, UPS WorldShip, or similar freight management systems.
Supply Chain Fundamentals: Basic knowledge of supply chain and logistics principles.
Reporting: Ability to generate and interpret basic inventory and activity reports.

Soft Skills

Attention to Detail: Exceptionally meticulous and thorough in all tasks to ensure accuracy in records and stock.
Organizational Skills: Superior ability to manage multiple tasks, prioritize work, and maintain a tidy and efficient workspace.
Problem-Solving: Proactive in identifying, investigating, and resolving discrepancies or issues.
Reliability & Dependability: A strong work ethic and commitment to being punctual and completing tasks as assigned.
Communication Skills: Clear verbal and written communication for coordinating with team members and other departments.
Time Management: Ability to work efficiently under pressure and meet deadlines in a fast-paced environment.
Teamwork & Collaboration: A cooperative attitude and willingness to support colleagues to achieve common goals.
Adaptability: Flexible and able to adjust to changing priorities, procedures, and technologies.
Physical Stamina: Ability to stand for long periods, lift heavy objects (within safety limits), and perform repetitive tasks.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a technical certificate in a related field.

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration
Records Management

Experience Requirements

Typical Experience Range:

1-3 years of proven experience in inventory control, warehouse operations, records management, or a similar clerical role.

Preferred:

Experience working in a high-volume distribution center, manufacturing environment, or a regulated industry (e.g., medical, legal, aerospace) with strict compliance standards. Forklift certification is a significant plus.