Invoicing Data Clerk

Job DetailsLevel: ExperiencedJob Location: Ponca City, OK 74601Position Type: Full TimeEducation Level: High SchoolTravel Percentage: NoneJob Shift: DayInvoicing Data Clerk Job Description 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   POSITION SUMMARY:  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.   ESSENTIAL FUNCTIONS: (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 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 (FedEx, 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. QualificationsPOSITION 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 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.   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 department. When visiting the manufacturing work environments including shops and warehouses, an employee in this position will be subject to exposure to dirt, dust, noise, vibration, moving objects, mechanical parts, and equipment hazards. Given these conditions, the employee is required to wear company mandated and company issued Personal Protective Equipment (PPE), including but not limited to safety hat, steel toe boots, safety glasses, ear protection, welding cap (if applicable), designated safety gloves according to role, and must strictly adhere to all safety policies and procedures.  An employee  must demonstrate an understanding of safety procedures and the ability to work in a safety sensitive environment. Work hours may include or includes early morning, late evenings, and weekends, depending on business necessity.   AAP/EEO STATEMENT The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies. *All field and shop employees and potential employees performing or assuming roles that require exposure to industrial activities, including, but not limited to, roles in shop or field operations environments, must be able to effectively communicate and comprehend the English language. This provision does not purport to require employees to always speak only English in the workplace or otherwise prevent employees from speaking non English languages, provided that such employees are able to effectively communicate and comprehend English to satisfy the company’s expectations and business objectives.  English comprehension is necessary to ensure employees: Understand all health and safety communications.  Possess a sufficient level of relevant equipment knowledge. Comprehend verbal and written communications from the company and other employees. Comprehend all operational and safety procedures. Understand alerts and emergency notifications, including Responses to Alerts, Warnings and Emergencies. Understand the contents of announcements and/or radio communications. Are able to effectively and independently communicate with customers, supervisors, and colleagues. Are able to prevent workplace accidents and/or injuries through effective communication. The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.  Last Revised: 08/2026.