Receiving Clerk
JM Test Systems Mattoon, IL


Job Analysis and Description

I.                   JOB SUMMARY

The Mattoon Receiving Clerk provides administrative support for the calibration lab and ESL receiving functions.  This position performs various duties including data entry, receiving equipment and generating work orders for services.  Participates in regularly scheduled and special meetings with colleagues to maintain open communications and seek ways to improve the effectiveness and efficiency of operations.  This position supports company operations to foster excellence in executing JM Test Core Values, following all system protocols in compliance with those standards (Quality, Safety), regulations and company policies.

II.                JOB RELATIONSHIPS 

Immediate Supervisor(s):  Administrative Manager or Area Supervisor

Workers Supervised:  None

Interrelationships:  Works closely with Managers, Technicians, Receiving, Quality Assurance, To Factory, Accounts Receivable, Purchasing, Logistics, and Sales Personnel.  


Education:  High School Diploma or equivalent (GED) is required.

Training and Experience:  Basic computer skills with ability to use various software applications such as Microsoft Office programs (Outlook, Word, and Excel) are required.  2-3 year experience in administrative support in the oil and gas industry is desired.

Knowledge and Skills Required:

·         Excellent interpersonal and communication skills (verbal and written).

·         Strong organization skills with excellent attention to detail. 

·         Knowledge of administrative and clerical procedures; filing, word processing, purchasing and shipping.

·         Skill to use basic computer applications and various software applications.

·         Ability to learn various software applications.

·         Ability to establish priorities, multi-task, work independently and proceed with work objectives with limited supervision.

·         Ability to efficiently work as part of a team.

·         Adherence of all corporate safety policies and initiatives.


Works primarily inside a corporate office space or calibration lab and ESL on a regular basis. Work involves extended periods of sitting while typing, writing, answering phones, viewing a computer screen and utilizing computer-related objects (keyboard and mouse).  Must be able to hear and understand normal conversations in person and over phone and speak clearly.  Work requires the ability to see near and distant objects, have accurate color vision and depth perception. 

Because of the nature of the company, this position will sometimes expose the employee to loud noise, mechanical hazards, fumes, gases and machinery operation noises while moving around the facilities. May be responsible for moving materials and other items requiring pushing, pulling, reaching, carrying, and occasionally lifting objects up to 50 pounds.


A.        Receive Equipment - Morning Count

1.                 Receives and organizes equipment and paperwork. Take an accurate inventory of every piece of equipment delivered by JM Driver, Customer Drop-Off, or shipping courier by opening all cases and boxes and sorting pieces by customer name.  

2.                  Sorts and prioritize equipment by date of delivery and identify any equipment designated as a rush item, new account, or warranty work and place them on appropriate staging shelves.

3.                  Record final receiving count in the designated log to provide accurate morning count for management.

B.        Process Equipment – Generate Work Order

1.                  Retrieve equipment and paperwork from the staging shelves verifying equipment and paperwork details.  Confirm customer equipment matches purchase order paperwork. 

2.                  Reviews customers’ Special Request (SR) form regarding receiving, shipping, or equipment specifications requirements, verifying accuracy and maintaining appropriate records.

3.                  Generate work orders for equipment service of customer drop-offs, JM driver drop offs, and/or customer equipment that is shipped in and delivered ensuring customer need by dates is met within the standard turnaround time.

4.                  Print out paper copy of work order, highlight pertinent information, attaches customer purchase order, SR form and any other supporting documentation to the work order.

5.                  Tag all customer equipment that is returned for repair or calibration, and inputs relevant data into JM Test Systems database in a timely and accurate manner.  

6.                  Deliver paperwork and equipment to proper lab code for testing or repair. 

C.        Administrative and Other Support

1.                  Performs general administrative duties such answering telephone and e-mail, data entry and typing to support office efficiencies and customer services.

2.                  Perform housekeeping duties: cleans, organizes and maintains work area to ensure clean and safe work environment.

3.                  Participates in safety training, attends safety meetings, and adheres to all safety and environmental policies.

4.                  Performs other tasks and projects as needed or assigned.

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