Invoicing Data Clerk

Invoicing Data Clerk

Ponca City, Oklahoma

The Invoicing Data Clerk supports receiving, inventory, material control, production job, data entry, documentation, and shipping activities for all facilities. They will review and process receiving documentation, purchase orders, picklists, travelers, inventory adjustment tickets, shipping documents, and customer required documentation. This role maintains accurate material, job, location, and shipping records; assists with research and correction of inventory and work in process discrepancies;

and provides shipping and administrative support as needed.

• Process daily receiving documentation and verify packing lists against purchase order requirements for both facilities.
• Execute inventory and material transactions, including raw material picklists, location changes, stock movements, and item reclassifications.
• Verify and enter material traceability data, such as heat numbers and part numbers, into bills of material and tracking spreadsheets.
• Maintain digital and physical records for Material Test Reports (MTR), Certificates of Compliance, and Manufacturer's Statements of Origin (MSO).
• Update production job status by processing travelers, verifying time entry, and running mass job closing procedures.
• Research and resolve routine inventory discrepancies, including quantity overissues and negative inventory balances.
• Generate and apply labels for inventory bins, shipping packages, and barcode requirements.
• Create shipping documentation, including bills of lading, shippers, and invoices for sales orders and outside vendor processing.
• Coordinate shipment scheduling through third party carrier portals (Fed Ex, UPS, etc.) and complete customer specific notifications.
• Prepare and verify vehicle related documentation, including VIN verification and incomplete vehicle documents.
• Perform administrative duties including ordering office supplies, maintaining freight tracking spreadsheets, and processing visitor sign ins.
• Performs other related duties as assigned to assist with successful operations and business continuity.

Position Requirements:

• Must be legally authorized to work in the United States without the need for sponsorship.
• Must be at least 18 years of age or older.
• Successfully passes all applicable general pre employment testing including but not limited to: background check, pre employment drug screening, pre employment fit tests, pre employment aptitude and/or competency assessment(s) and pre employment Pulmonary Function Test (PFT).
• In person, predictable attendance in Ponca City, OK.
• Overtime may be required based on business needs.
• Proficiency in spoken English language.

Education/Experience Level:

• U.S. High School Diploma or GED equivalent required.
• 0-1 year of experience in data entry, administration, logistics, or a warehouse environment.
• Basic proficiency using Microsoft Excel and computerized data entry systems.

Preferred:

• Previous experience in a manufacturing or industrial setting.
• Exposure to shipping documents, bills of lading, or inventory records.

Qualifications, Skills, Competencies, and Abilities:

• Enters data with high attention to detail and accuracy.
• Follows structured procedures for receiving, inventory, and shipping documentation.
• Effectively uses ERP systems, carrier shipping software, and document management tools.
• Performs basic research to identify and resolve inventory or documentation discrepancies.
• Communicates clearly with internal departments and freight carriers.
• Organizes and prioritizes daily tasks to meet production and shipping deadlines.
• Verifies heat numbers, part numbers, and quantities against source documents.
• Maintains professional and organized business records and electronic files.
• Learns new systems and procedures quickly in a fast paced environment.

Physical Requirements/Work Environment:

The physical demands and work environment 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 functions.

Employees are frequently required to walk, sit, climb, bend, reach, and squat or kneel. The employee works primarily indoors and will be sitting for prolonged periods at a desk while keyboarding, with repetitive motions with wrists, hands, and fingers. Vision abilities required include close vision and the ability to adjust focus while reading and staring at a computer monitor. The Employee must speak clearly and audibly, and have the ability to hear, understand, and distinguish speech and other sounds (e.g., building alarms) from in person speech, telephone, or remote communication.

While in the office, the Employee may be called upon to stand, kneel, push, pull, reach overhead, stoop, crouch, climb, and lift; therefore, the Employee should be able to independently lift 25 lbs. The employee must be able to access and navigate each…