Key Responsibilities and Required Skills for Incoming Clerk

🎯 Role Definition

As an Incoming Clerk, you are the gatekeeper of our organization's inventory and information flow. You will be the first point of contact for all inbound shipments, packages, and correspondence, playing a pivotal role in ensuring the accuracy and integrity of our supply chain from the moment goods arrive. This position requires a meticulous and organized individual who can manage the physical receipt of materials while precisely documenting everything in our management systems. You will be responsible for verifying, recording, and distributing items, ensuring that all departments receive their required materials promptly and without error. This role is fundamental to maintaining operational efficiency, inventory accuracy, and overall business success.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Stocker / Retail Associate
General Laborer or Material Handler

Advancement To:

Inventory Control Specialist
Logistics Coordinator
Warehouse Supervisor or Team Lead

Lateral Moves:

Shipping Clerk
Data Entry Specialist
Accounts Payable Clerk

Core Responsibilities

Primary Functions

Receive, unload, and check in all incoming shipments and deliveries from various carriers (e.g., LTL, FedEx, UPS).
Meticulously inspect incoming goods for any damage, defects, or discrepancies and report issues to supervisors and the procurement team immediately.
Accurately verify the quantity and quality of received materials against accompanying documentation such as purchase orders, packing slips, and bills of lading.
Utilize RF scanners and other handheld devices to process receipts and track inventory movements within the warehouse management system (WMS).
Perform precise and timely data entry of all receiving information into the company's ERP or inventory management software to maintain system-wide accuracy.
Sort, label, and stage received products and materials for efficient put-away into their designated warehouse or stockroom locations.
Manage the receipt, sorting, and distribution of all incoming mail, parcels, and inter-office correspondence to the appropriate personnel or departments.
Process and document all product returns (RTVs - Return to Vendor), ensuring proper paperwork is completed and items are prepared for outbound shipping.
Maintain a clean, safe, and organized receiving area, adhering to all company safety protocols and OSHA standards.
Operate material handling equipment, such as pallet jacks, dollies, and potentially forklifts, to move inventory safely and efficiently.
Communicate effectively with vendors, carriers, and internal departments (e.g., Purchasing, Inventory Control) to resolve shipment issues or confirm delivery schedules.
Generate and maintain accurate receiving logs, records, and reports for auditing and tracking purposes.
Investigate and resolve receiving discrepancies, including short-shipments, overages, and incorrect items, in a timely manner.
Ensure all received hazardous materials are handled, labeled, and stored according to specific regulatory and company guidelines.

Secondary Functions

Assist the inventory control team with regular cycle counts and annual physical inventory audits to ensure stock accuracy.
Support the shipping department with order picking, packing, and outbound processing during peak operational periods.
Participate in process improvement initiatives aimed at enhancing the efficiency and accuracy of the receiving workflow.
Help train new team members on standard operating procedures, safety protocols, and system usage for the receiving department.
Manage the inventory of shipping and receiving supplies, such as boxes, labels, and tape, and notify supervisors when reordering is necessary.
Prepare and file all receiving-related documentation, ensuring records are easily accessible for future reference and audits.
Collaborate with the accounts payable department to provide necessary documentation for timely invoice processing and payment.

Required Skills & Competencies

Hard Skills (Technical)

Data Entry: High degree of accuracy and speed in entering numerical and alphabetical data into software systems.
Warehouse Management Systems (WMS/ERP): Proficiency or familiarity with inventory software such as SAP, Oracle, NetSuite, or similar platforms.
RF Scanner Operation: Experience using handheld radio-frequency scanners for tracking inventory.
Material Handling Equipment: Certified or experienced in operating manual/electric pallet jacks, and potentially forklifts.
MS Office Suite: Competency in using Microsoft Excel for tracking, Outlook for communication, and Word for documentation.
Basic Mathematics: Strong ability to perform basic math, including counting, addition, subtraction, and multiplication, for verifying shipment quantities.
Knowledge of Shipping Documents: Familiarity with reading and interpreting bills of lading, packing lists, and purchase orders.

Soft Skills

Attention to Detail: Meticulous and thorough in inspecting goods, verifying counts, and entering data to prevent errors.
Organizational Skills: Excellent ability to manage multiple tasks, prioritize work, and maintain a tidy and efficient workspace.
Communication Skills: Clear and professional verbal and written communication skills for interacting with team members, drivers, and other departments.
Problem-Solving: Ability to identify, investigate, and resolve discrepancies or issues as they arise.
Time Management: Proven ability to work efficiently in a fast-paced environment and meet deadlines.
Teamwork & Collaboration: A cooperative attitude with the ability to work effectively as part of a team.
Physical Stamina: Ability to stand for extended periods, lift up to 50 pounds, and perform repetitive tasks such as bending, stooping, and reaching.
Dependability: Punctual, reliable, and able to work independently with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a vocational certificate.

Relevant Fields of Study:

Logistics
Supply Chain Management
Business Administration

Experience Requirements

Typical Experience Range: 1-3 years of direct experience in a receiving, warehouse, logistics, or mailroom environment.

Preferred: 2+ years of experience in a high-volume distribution center or manufacturing environment, with demonstrated experience using an ERP or WMS system. Forklift certification is a significant plus.