POSITION SUMMARY: Under the supervision of the Service Manager, the shop clerk provides clerical support in the Service Department.
Compute mechanic’s daily time cards and input into computer; record mechanic’s labor hours on Time & Attendance Record provided by corporate office, recap previous day’s labor with computer report.
Prepare and reconcile Time & Attendance Sheets for mechanics prior to forwarding to Payroll Department; verify accuracy or entries.
Open, maintain, and close work orders: input labor, purchase order, outside purchases, and mechanics repair description. Clear all griefs before closing the work order and obtain credit approval for work orders requiring credit approval.
Contact customers for purchase order numbers and at times may request payment for a cash job.
At the request of customer or Service Manager, generate proforma invoices for cash jobs; collect payment for cash jobs.
Upon request, keeps the Service Manager informed on the progress of quoted and flat rated jobs.
Research closed work orders to determine if discrepancies exist; process any adjustments for corrections as directed by Service Manager.
Files active jobs in a numerical file; files invoices, job closing summary prior to closing completed jobs. Correlates and files documents in appropriate job jackets.
Close completed jobs by entering mechanic’s detailed repair description when necessary; close warranty jobs with required information.
Orders supplies needed for repair jobs/shop use and issues purchase orders to vendors. Post purchase orders and cost to jobs.
Issues purchase orders to authorized shop personnel for the purchase of supplies.
Reconcile purchase orders with delivery slips and vendor invoices; code all vendor invoices and process for payment through computer; keep duplicate invoice and file.
Review vendor statements; research unpaid invoices belonging to department. Request copies of all outstanding invoices from the vendor.
Answers incoming telephone calls for the Service Department and other departments as necessary.
Distributes all Service Department’s incoming and outgoing mail and daily reports.
Types letter, quotations, facsimile invoices, reports and other documents.
Maintains vacation and sick leave records for mechanics.
Review gasoline and diesel logs and post to jobs.
Coding of all outside purchases and prepares journal vouchers to forward to accounting.
Performs other duties as assigned.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
Must have a minimum of one year’s experience in an office environment, preferably in a service shop.
Must have a high school diploma or equivalent.
Must have working knowledge Microsoft Office Suite, specifically Word and Excel.
Must have a valid Hawaii Class 3 Drivers’ License with a clean driving record.
Ability to multi-task and establish priorities.
TESTING REQUIREMENTS: Applicants may be required to pass a written and/or oral examination before being considered for employment in this position.
Walking and moving about on foot often up and down stairs.
Handling: Seizes, helps or works with hands.
Lifting: Raises or lowers miscellaneous paperwork.
Reaching: Extends hands and arms in any direction.
Stooping: Bends body downward and forward by bending at knees or waist.
Standing: Remains in standing position If required to perform various functions of the job.
Vision: Read paperwork, employment files and records on the computer.
Talking: Communications by phone and in person.
Sitting: Sits at desk. Sits for long periods of time.
Noise: Works in conditions with constant or intermittent noise.
Temp/Weather: Works in a service shop environment.
ACCOMMODATIONS: Reasonable accommodations for essential functions of the position will be considered.
Hawthorne Cat® is an Equal Employment Opportunity/Affirmative Action Employer. M/F/V/D
Hawthorne Cat® Participates in E-Verify.