Summary/Objective:

As a valued member of our team, the Parts Administrative Clerk is responsible for entering data from various sources into the computer system and database for processing. You will be working under general supervision and will be expected to perform the following job duties in a consistently accurate and diligent manner.

Supervisory Responsibilities: None

Essential Functions:

• Compare data entered with source documents, or reenter data in verification format on screen to detect errors.

• Compile, sort, and verify accuracy of data to be entered.

• Contact preparers of source documents to resolve questions, inconsistencies, or missing data.

• Enter alphabetic, numeric, or symbolic data from source documents into computer systems following required formats and input necessary codes.

• Maintain accurate records of work completed and track received data and source documents.

• Make necessary corrections to information entered and review error reports to ensure data accuracy.

• Prepare and sort source documents and identify and interpret data to be entered.

• Respond to inquiries regarding entered data.

• Transmit entered information into database systems.

• Enter, update, and maintain accurate company records within databases and spreadsheets.

• Review data for deficiencies, errors, or missing information and correct inconsistencies to ensure completeness and accuracy.

• Transfer information from physical documents, invoices, and scanned files into electronic systems.

• Sort, file, and organize data to ensure accessibility and proper recordkeeping.

• Maintain confidentiality of all data and adhere to company policies and applicable data privacy regulations.

• Generate, back up, and store reports based on entered data.

• Export reports into Excel spreadsheets and identify items requiring critical attention, including past due items and upcoming needs.

• Input technician handwritten worksheets into company systems such as RTA, Fleetio, NetSuite, and other applicable platforms.

Non-Essential Duties:

• Perform other general office duties such as copying, filing, mailing, prepping, scanning, etc.

• File or route source documents after entry.

• Other tasks as assigned.

Core Competencies:

• High-speed typing and ten-key proficiency with strong attention to detail

• Ability to adapt to changing priorities and responsibilities in a dynamic work environment.

• Demonstrated integrity and discretion when handling confidential information.

• Strong organizational and time-management skills, with the ability to perform effectively in a high-volume environment.

• Proficient with Microsoft Office Suite or related software.

Position Type/Expected Hours of Work

This is a full-time position. General days and hours of work are Monday through Friday, hours to be determined. Not eligible for remote work. Occasional evening and weekend work may be required as job duties demand.

Travel Required: No

Preferred Education and Experience

• 1-2 years of data entry, clerical, or administrative experience.

• Experience working with ERP or database systems such as NetSuite, Fleetio, RTA, or similar platforms.

• Intermediate Excel skills, including data entry, sorting, filtering, and basic report generation.

• Bilingual (Spanish/English) Preferred

Work Authorization/Security Clearance (if applicable): None

Other Duties

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, smartphones, photocopiers, filing cabinets and scanners. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.