Office Clerk

Job Summary/Purpose: The Office Clerk position covers many areas of our operations process in addition to the important clerical and administrative functions that tie our departments together. The clerical group manages all support aspects of the freight audit and payment process. At the basic level, this includes mail receipt and prep, general office duties including inbound and outbound mail and fax recording, freight bill prep, imaging and interfacing with BPTS and support for outgoing payment activities. At the more advanced level, this includes mastering client specific coding, the filing and management of the loss and damage claims services provided to select clients which includes written and verbal communications with clients and carriers, the research and response to unapplied remittance, duplicate or over-payment checks on behalf of our clients and the filing and management of overcharge claims. Our expectation of the Office Clerk is that there is the ability to not only perform the basic clerical functions but to be able to learn and master the client specific requirements of this department and to maintain schedules and have the ability to follow procedures and multi-task as volume requires. This position will also work closely with the Manager of Accounting on all carrier payment tasks, including backing up the position as needed, and with the Trax migration team. The migration team is responsible for migrating clients from the legacy NTC platform to the new Trax platform and this position will participate in the migrations, assist in the gathering and documenting of each component of the migration and working with both Excel and Smartsheet to track and manage the teams progress. General Accountabilities: * Responsible for performing general Clerical duties: * Incoming/Outgoing Mail * Incoming fax distribution * Carrier Coding (payment remittance) * Carrier inquiry responses * Phone skills (minimal) * Responsible for performing more advanced client specific duties: * Client Specific Coding (trained) * Loss and Damage Claims filing, reporting, payment management (trained) * Management of unapplied remittance, duplicate or overpayment issues * Overcharge claims filing and management * Invoice Imaging - Interact with BPTS * Responsible for directly working with and being assigned tasks by management on: * Coverage/back-up for all aspects of carrier payment including deposits, positive pay validation, ACH file creation, bank interaction, VCP file output and various research as needed. * Trax migration team - responsible for understanding the scope of the migration, participate in the group discussions, work with the gathering and documenting of each component of the migration and help manage the ticketing process for updates and changes. Job Qualifications: * High School Diploma * 1-2 years related job experience preferred * Ability to type at least 40 wpm * 10-key touch * Familiar with computer programs such as Microsoft Outlook, Word and Excel. * System-specific training will be done on the job. Skills: Other * Requires excellent attention to detail * Ability to remain focused on a repetitive mental task over a long period of time * Being able to manage time in order to meet deadlines * Ability to take initiative and problem solve * Excellent verbal and written communication skills * Ability to actively engage in conversation with other office staff * Meets challenges resourcefully * Able to work with others in a team environment Physical Demands * Regularly required to sit * Regularly required to use hands * Regularly required to talk or hear - ADA Compliance Work Environment * The noise level in the work environment usually is quiet Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Created: 2024-10-22