What are the responsibilities and job description for the Invoice Clerk position at Den Hartog Industries?
Assures complete and accurate invoices are completed for all products produced and shipped by Den Hartog Industries, Inc.
ESSENTIAL DUTIES AND RESPONSIBILITIES: includes the following. Other duties may be assigned.
Performs daily shipping confirmation in ERP operating system.
Assists with calculating freight rates.
Assures shipped merchandise from all divisions is invoiced by end of business day. Administration of invoicing includes keying in order numbers and shipment numbers, confirming and entering freight charges, confirming, and invoice totals.
Prints invoices and distributes for mailing.
Scans, "proof of delivery sheets" into Dash Archive and reconcile proof of delivery to invoice.
Maintains records, primarily by archiving, to ensure invoicing documentation is available for company or customer use. Picking Tickets, Bill of Lading, etc.
Receives and processes all customer account adjustments to ensure invoices and customer credit memos are current and accurate in ERP operating system. while maintaining credit files.
Establishes quality assurance procedures and methods for invoicing and billing functions.
Assist and back up purchasing functions, including repetitive PO's from specific suppliers.
Enter Roto Rounds
Serve as a back for;
Answering phones
Archive A/P match up to invoice PO
Archive freight bills
Cycle counts
Updating pricing
Maintain sales tax exemption certificates, requesting, entering, and applying tax exempt status to invoicing.
Maintains organized work area, including precise organization of filing system.
Works as member of DHI Team, handling whatever assignments are necessary to meet production schedule. Assignments may include working in other areas, etc.
Projects enthusiasm about the company through positive interactions with others, including internal and external customers.
Keeps current with professional skills and new technologies in invoicing administration.
Other duties and projects as assigned by management.
KNOWLEDGE/SKILLS/ABILITIES:
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.
Ability to work with Excel, Word, and ERP, paying close attention to details to precisely process invoices in a timely and accurate manner.
SUPERVISORY RESPONSIBILITIES:
None.
KNOWLEDGE/SKILLS/ABILITIES:
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.
Adaptability - Ability to adapt to change in the workplace.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Communication, Written - Ability to communicate in writing clearly and concisely.
Detail Oriented - Ability to pay attention to the minute details of a project or task.
Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
Responsible - Ability to be held accountable or answerable for one's conduct.
Reliability - The trait of being dependable and trustworthy.
Organized - Possessing the trait of being organized or following a systematic method of performing a task.
Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
Accuracy - Ability to perform work accurately and thoroughly.
Accountability - Ability to accept responsibility and account for his/her actions.
Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions.
Working Under Pressure - Ability to complete assigned tasks under stressful situations.
Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea.
Ten Key – must be able to type 40-60 wpm
Mathematics – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to convert units of measure.
EDUCATION and/or EXPERIENCE
Associate's degree in Accounting, Business or related field, and/or specialized training and advanced accounting classes.
One to three years prior accounting and/or invoicing experience necessary. Accounting experience in a manufacturing setting, preferred. Previous order entry and general office experience, required.
Comprehensive understanding of computers, specifically Excel, Word, and ERP, preferred.
CERTIFICATES, LICENSES, REGISTRATIONS
None.
PHYSICAL DEMANDS
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 job functions. Work exposure varies depending on duties being performed and particular job order being processed.
While performing the duties of this job, the employee is regularly required to stand, walk, sit, and move about the facility, with occasionally having to bend, twist, kneel, squat and lay. The employee is regularly required to operate a personal computer, telephone and other electronic devices. Employee occasionally uses hands to finger, handle, or feel; reaches with hands and arms. Should have ability to lift/carry up to 35 lbs. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus and to distinguish colors. Combination of plant and office environment with occasional exposure to elements such as odors, oil, fumes, noise & changing weather conditions.
Employee must wear required personal protective equipment, including hardhat, safety glasses with side shields, goggles/face shields, hearing protection in designated areas, Kevlar gloves, and/or other equipment as task dictate. For specific equipment, see the Hazard Assessment for the work area and type of operation being performed.
Den Hartog Industries 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. Supervisors may assign additional functions and requirements as deemed appropriate.