1.0 JOB DESCRIPTION SUMMARY

• The basic function of the General Office Clerk for Tri Star Freight System, Inc. (“TSFS”) is to ensure the smooth and efficient operation of the assigned office. The General Office Clerk completes and oversees a variety of clerical and administrative duties and performs data entry, recordkeeping and communication activities required to keep an office functioning as directed by the President/CEO.
2.0 REPORTING RELATIONSHIPS

• The Clerk reports directly to and is fully accountable to the Terminal Manager and to the President/CEO, hereafter referred to as Supervisor and President/CEO.
3.0 REQUIREMENTS

Experience:
• Requires a High School Diploma or equivalent.
(with business classes preferred)
• At least (1-3) years’ experience in a clerical or administrative role.
• At least 3 years’ experience with MS Office applications; Excel, Outlook, PowerPoint, and Word.
(Experience must include computer skills, word processing and spreadsheet knowledge)

Experience preferred:
• 1 to 3 years QuickBooks experience

Required Skills / Abilities:
• Must be able to effectively communicate, in English, both verbally and in writing.
• Excellent interpersonal, teamwork and customer service skills.
• Strong knowledge of office procedures and basic accounting processes.
• Must have excellent time management skills.
• Must have excellent organizational skills.
• Must be highly detail oriented.
• Ability to work independently or in a team setting.
4.0 ESSENTIAL FUNCTIONS

• Follows and complies with all TSFS policies, procedures, guidelines, rules, and regulations.
• Follow TSFS Customer Service Standards for Excellence. Each employee has the responsibility of representing the company to its customers in a way that reflects the image and reputation of a world-class customer service organization.
• As directed, in an accurate and in a timely manner, complete all work assignments and make the most effective use of their time and talent.
• Complete and oversee a variety of clerical and administrative duties such as data entry, recordkeeping, and communication activities.
• Utilize the company communication systems, (telephone, Fax, email, and the delivery of all messages/information), utilize the company and department policies, and procedures, and meet specific objectives or as directed by the Supervisor.
• Perform accounting and office tasks as directed by the Supervisor.
• Successfully completes training and cross-training with other department personnel as directed by the Supervisor.
• Ensures that documented standards for routine office and safety procedures and/or systems are being followed.
• Meet all requirements needed to perform the essential functions, duties, and responsibilities of the position, to include physical requirements.
• Must have the skills and knowledge to keep all lines of communication open within the office. Ability to work with team members that have exact time deadlines and require end-of-the-month results under a heavy workload. Must possess knowledge of various filing systems.
• Be able to perform all essential functions, duties, and responsibilities of the position.
5.0 DUTIES AND TASKS

• Implementation of customer / staff request.
• Greeting customers / clients with a pleasant & professional demeanor.
• Pick-up, open, date stamp, and distribution of corporate mail.
• Maintain the front reception area with a presentable appearance.
• Answer multi-line telephone system and distribute calls.
• Monitory office supplies inventory and order as needed. This includes paper, postage, and cleaning.
• Promote efficient operations in the office.
• Daily deposits.
• Entering work orders / details page.
• Complete settlements and send to corporate.
• Complete all aspects of billing / driver’s paperwork.
• Responsible for all Postal, Fed Ex and UPS shipments (incoming and outgoing).
• Assist with physically receiving merchandise.
• Create receipts in accounting system.
• Assist with billing / invoices.
• Assist with inventory management.
• Provide support to other divisions as needed / requested under the direction of Supervisor.
• File, weekly, all paid vendor invoices.
• File, weekly, all Job information.
• Maintain updated contractor names and addresses.
• Cross train in other office functions.
• Perform any other duty or assignment as may be assigned from time to time by the
Accounting Manager.
• Required to participate in a regular and formal employee performance evaluation on a set periodic basis (at least once per year).
• Must read, understand, and sign that their personal Job Description or Duties List is understood and can be performed properly.
• Must read and comply with all company policies, procedures, regulations, and good housekeeping habits.
• Perform any task in Clerical, Data Entry, and Customer Service processing, and make appropriate copies of any of the above.
• Attends departmental meetings as required and as instructed by the Supervisor.
• Maintains cooperative and positive working relationships with customers, coworkers, peers, vendors, and the business community.
• Complete and perform any other duties and responsibilities as assigned.
6.0 WORKING CONDITIONS

• This position will be working primarily indoors in a climate-controlled, smoke-free office environment, but it also requires the employee to be in the warehouse on an infrequent basis. The position may also require the employee to run errands (such as banking, etc.) outdoors from time to time. From this movement (outdoors and warehouse), the employee will encounter varying weather conditions and temperatures. Normal auto travel hazards will apply. Travel may be in all types of weather including snow, heavy rain, winds and/or fog.
• The noise level in the work environment is usually moderate but can be higher in the warehouse and/or outdoors.
• The normal workday will be from 8:00 AM to 5:00 PM. However, the hours may be longer when specific projects and/or reports are due; thus, some extended schedules will be necessary.
• The physical requirements are sitting, with one hundred percent (100 %) spent in an office environment. Walking is required within the office area.
• The employee is frequently required to sit for long periods of time, stand, walk, climb, bend, squat, twist, pinch, reach overhead, grasping, turning the head and torso, flexing the arms, legs, wrists, fingers, and exercise eye-hand coordination and eye-hand-foot coordination.
• Because of the responsibility of record maintenance, the Clerk must lift letter and legal-size storage boxes full of records. The storage requirements will include standing on short ladders and lifting and/or moving heavy boxes of twenty (20) plus pounds or greater.
• While performing the duties of this job, the employee is regularly required to use their fingers.
• Must be able to wear all required Personal Protective Equipment (PPE) without restriction and pass any medical examination associated with the use of said PPE.
7.0 MEASURES OF PERFORMANCE

• All reports are provided to the Supervisor on time and properly executed.
• All departmental operating procedures are being followed.
• Errors in the Work are held to an acceptable level.
• The degree of morale and motivation within the department is consistently maintained at a high level.
• All federal, state, and local laws and regulations are being observed and documents processed as required.
• Keeping the Supervisor advised on the accounting areas that the Clerk is responsible for.
• Becoming cross-trained to perform a variety of accounting tasks as instructed and trained by the Supervisor.
• Adhering to all company rules and regulations including those pertaining to attendance.