Division Services Clerk

Job Summary:

Perform a wide variety of secretarial, personnel, accounting, data input and related clerical duties pertaining primarily to providing accounts payable, personnel, purchasing and other Division Manager administrative functions for the Rail Products division.

Primary Duties and Responsibilities:

1. Utilize word processing software programs to type letters, memos, division newsletters and general correspondence. Utilize approved spreadsheet software programs to generate routine and repetitive schedules and reports used by location management. Operate office equipment, copy machine to prepare letters, memos, schedules, reports and other correspondence, as required or needed. Keep all employee records and files up-to-date.

2. Receive, verify, codify and input accounts payable invoices into Lawson system for payment processing.

3. Check all time cards for proper rates, coding and supervisor approval. Refer questions to supervisor and follow-up for clarification to ensure accuracy. Input time card information to generate labor report and maintain file information in accordance with company policy and practice. Verify information and make corrections as required or directed. Maintain exempt vacation records. Maintain company records for number of temporary employee hours worked.

4. Conduct orientation process of new hires and enroll new employees. Enter new hires and all personnel changes into SAP application. Establish and maintain personnel files and process employee profile changes. Answer inquiries about the company’s savings plan and benefits program. Issue job postings and forward accumulated applications for selection.

5. Maintain confidential personnel wage, salary, safety records as well as other Human Resource materials in accordance with established policies and procedures.

6. Call vendors to place orders, complete purchase requisitions, and type customer purchase orders as

needed or required. File invoices entered for payment from previous week.

7. Separate and rack time cards; complete temporary rate authorizations and payroll adjustment vouchers; serve as contact person for corporate payroll regarding pay discrepancies or problems.

8. Gather and process information necessary for use in a variety of weekly, monthly, and miscellaneous reports for the Plant Manager or other management team members as needed for division and/or corporate use and review.

9. Perform accounts payable duties in accordance with standard accounting practices and procedures.

10. Assist supervisors with employee attendance reports and performance reviews.

11. Receive, stamp, sort and distribute incoming mail. Prepare overnight and express mail packages for

mailing as required or needed.

Additional Responsibilities:

1. Assume duties of Administrative Services Clerk in her absence.

2. Other duties as assigned by management.