Invoicing Data Clerk

Job Description

Job Details Level: Experienced

Job Location:

Mertz 2400 N Waverly - Ponca City, OK 74601

Position Type:
Full Time Education Level: High School Travel Percentage:
None Job Shift: Day Invoicing Data Clerk

Department:
Inventory

Job Status:
Full-Time

FLSA Status:
Non-Exempt

Reports To:

Inventory Manager

Location:

Ponca City, Oklahoma

Amount of

Travel Required:

N/A

Work Schedule:

Monday – Friday, 7:30 a.m. – 4 p.m.

Positions Supervised: N/A

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.

(The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may")

• 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 over issues 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.

• 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.

Required:

• 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.

• 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…