Order Clerk

Other Titles

Materials Specialist, Order Analyst, Order Entry Administrator, Order Entry Representative, Order Processing Clerk, Order Taker, Sales Assistant, Warehouse Clerk, Hub Associate

Receive and process incoming orders for materials, merchandise, classified ads, or services such as repairs, installations, or rental of facilities. Duties include informing customers of receipt, prices, shipping dates, and delays; preparing contracts; and handling complaints. Order clerks are typically tasked with receiving various orders and then processing them. The orders they receive may be about specific merchandise, repair requests, installation requests, orders for bulk materials or any other type of orders from the customers. It is their job to gather all the important info for each order, including customer details and the specifics of the order. A part of their job also involves informing the customers about pricing, shipping and other details pertaining to the order. Order clerks are also required to create invoices for each order, prepare the shipping documents and pass on the orders to the right department within the company.

Verify customer and order information for correctness, checking it against previously obtained information as necessary.

Receive and respond to customer complaints.

Review orders for completeness according to reporting procedures and forward incomplete orders for further processing.

Inform customers by mail or telephone of order information, such as unit prices, shipping dates, and any anticipated delays.

Obtain customers' names, addresses, and billing information, product numbers, and specifications of items to be purchased, and enter this information on order forms.

Recommend merchandise or services that will meet customers' needs.

Prepare invoices, shipping documents, and contracts.

Confer with production, sales, shipping, warehouse, or common carrier personnel to expedite or trace shipments.

Compute total charges for merchandise or services and shipping charges.

Direct specified departments or units to prepare and ship orders to designated locations.

Inspect outgoing work for compliance with customers' specifications.

Check inventory records to determine availability of requested merchandise.

Collect payment for merchandise, record transactions, and send items, such as checks or money orders for further processing.

Attempt to sell additional merchandise or services to prospective or current customers by telephone or through visits.

File copies of orders received, or post orders on records.

Notify departments when supplies of specific items are low, or when orders would deplete available supplies.

Adjust inventory records to reflect product movement.

Recommend type of packing or labeling needed on order.

Calculate and compile order-related statistics, and prepare reports for management.

Active Listening→ Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension→ Understanding written sentences and paragraphs in work related documents.

Speaking→ Talking to others to convey information effectively.

Service Orientation→ Actively looking for ways to help people.

Social Perceptiveness→ Being aware of others' reactions and understanding why they react as they do.

Coordination→ Adjusting actions in relation to others' actions.

Critical Thinking→ Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Monitoring→ Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Persuasion→ Persuading others to change their minds or behavior.

Active Learning→ Understanding the implications of new information for both current and future problem-solving and decision-making.

Writing→ Communicating effectively in writing as appropriate for the needs of the audience.

Judgment and Decision Making→ Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Mathematics→ Using mathematics to solve problems.

Negotiation→ Bringing others together and trying to reconcile differences.

Time Management→ Managing one's own time and the time of others.

Communicating with Supervisors, Peers, or Subordinates→ Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Getting Information→ Observing, receiving, and otherwise obtaining information from all relevant sources.

Interacting With Computers→ Using computers and computer systems (including hardware and software to program, write software, set up functions, enter data, or process information.

Performing Administrative Activities→ Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Communicating with Persons Outside Organization→ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Evaluating Information to Determine Compliance with Standards→ Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Monitor Processes, Materials, or Surroundings→ Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Organizing, Planning, and Prioritizing Work→ Developing specific goals and plans to prioritize, organize, and accomplish your work.

Resolving Conflicts and Negotiating with Others→ Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Making Decisions and Solving Problems→ Analyzing information and evaluating results to choose the best solution and solve problems.

Documenting/Recording Information→ Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Processing Information→ Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Updating and Using Relevant Knowledge→ Keeping up-to-date technically and applying new knowledge to your job.

Identifying Objects, Actions, and Events→ Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Establishing and Maintaining Interpersonal Relationships→ Developing constructive and cooperative working relationships with others, and maintaining them over time.

Judging the Qualities of Things, Services, or People→ Assessing the value, importance, or quality of things or people.

Selling or Influencing Others→ Convincing others to buy merchandise/goods or to otherwise change their minds or actions.

Estimating the Quantifiable Characteristics of Products, Events, or Information→ Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Analyzing Data or Information→ Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Scheduling Work and Activities→ Scheduling events, programs, and activities, as well as the work of others.

Thinking Creatively→ Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Coordinating the Work and Activities of Others→ Getting members of a group to work together to accomplish tasks.

Developing Objectives and Strategies→ Establishing long-range objectives and specifying the strategies and actions to achieve them.

Performing for or Working Directly with the Public→ Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Developing and Building Teams→ Encouraging and building mutual trust, respect, and cooperation among team members.

Inspecting Equipment, Structures, or Material→ Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Interpreting the Meaning of Information for Others→ Translating or explaining what information means and how it can be used.

Monitoring and Controlling Resources→ Monitoring and controlling resources and overseeing the spending of money.

Inspect shipments to ensure correct order fulfillment.

Respond to customer problems or complaints.

Provide notifications to customers or patrons.

Verify accuracy of financial or transactional data.

Obtain personal or financial information about customers or applicants.

Discuss goods or services information with customers or patrons.

Prepare documentation for contracts, transactions, or regulatory compliance.

Calculate costs of goods or services.

Calculate shipping costs.

Confer with coworkers to coordinate work activities.

Inspect items for damage or defects.

Manage clerical or administrative activities.

Monitor inventories of products or materials.

Collect deposits, payments or fees.

Send information, materials or documentation.

File documents or records.

Promote products, services, or programs.

Provide information to coworkers.

Maintain inventory records.

Recommend packing or shipping methods.

Calculate financial data.

Compile data or documentation.

Near Vision→ The ability to see details at close range (within a few feet of the observer).

Oral Comprehension→ The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression→ The ability to communicate information and ideas in speaking so others will understand.

Speech Clarity→ The ability to speak clearly so others can understand you.

Written Comprehension→ The ability to read and understand information and ideas presented in writing.

Speech Recognition→ The ability to identify and understand the speech of another person.

Problem Sensitivity→ The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Written Expression→ The ability to communicate information and ideas in writing so others will understand.

Information Ordering→ The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g. , patterns of numbers, letters, words, pictures, mathematical operations).

Category Flexibility→ The ability to generate or use different sets of rules for combining or grouping things in different ways.

Deductive Reasoning→ The ability to apply general rules to specific problems to produce answers that make sense.

Perceptual Speed→ The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.

Flexibility of Closure→ The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.

Inductive Reasoning→ The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Number Facility→ The ability to add, subtract, multiply, or divide quickly and correctly.

Selective Attention→ The ability to concentrate on a task over a period of time without being distracted.

Speed of Closure→ The ability to quickly make sense of, combine, and organize information into meaningful patterns.

Customer and Personal Service→ Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Clerical→ Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Language - Knowledge of the structure and content of the language - English, French, Swahili et cetera - including the meaning and spelling of words, rules of composition, and grammar.

Computers and Electronics→ Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Sales and Marketing→ Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

Production and Processing→ Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

Telecommunications→ Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

Accounting software -- e.g., Sage X; Intuit QuickBooks; Zoho Books

Database user interface and query software -- Automated manifest system software; Data entry software; Microsoft Access

Document management software -- e.g., Adobe Systems Adobe Acrobat; OpenKM; DocuWare Cloud; Bitrix; Xpertdoc; Papertrail; Document Warehouse; GreatSoft’s online document management software; EMC Documentum

Electronic mail software -- e.g., Microsoft Outlook; Google Gmail

Enterprise resource planning ERP software -- e.g., Sage; Infor; Xero; Sapama; ebizframe; Odoo; Macro 2000; SYSPRO ERP; QuickEasy BOS; TrueERP; Microsoft Dynamics; NetSuite ERP; Oracle Hyperion; SAP

Enterprise system management software -- Systems management software; Microsoft Endpoint Configuration Manager

Internet browser software -- e.g., Apple Safari; Microsoft Edge; Google Chrome; Mozilla Firefox

Office suite software -- e.g., Corel WordPerfect Office; Microsoft Office; Google Workspace; Apache OpenOffice.org

Presentation software -- e.g., Google Slides; Apple iWork Keynote; Corel Presentations; Microsoft PowerPoint

Spreadsheet software -- e.g., Corel Quattro Pro; Microsoft Excel; Google Sheets

Word processing software -- e.g., Corel Wordperfect; Microsoft Word; Google Docs

Belt conveyors→ Conveyer belts

Cash registers→ Electronic cash registers

Laser fax machine→ Laser facsimile machines

Package stops→ Belt diverters

Personal computers

Photocopiers→ Copy machines

Point of sale payment terminal→ Credit card authorization software

Printer calculator→ Printing calculators

Special purpose telephones→ Multiline telephone systems

Conventional→ Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Enterprising→ Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.

Social→ Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Attention to Detail→ Job requires being careful about detail and thorough in completing work tasks.

Cooperation→ Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Dependability→ Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Persistence→ Job requires persistence in the face of obstacles.

Initiative→ Job requires a willingness to take on responsibilities and challenges.

Concern for Others→ Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Integrity→ Job requires being honest and ethical.

Self Control→ Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Stress Tolerance→ Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Adaptability/Flexibility→ Job requires being open to change (positive or negative) and to considerable variety in the workplace.

Achievement/Effort→ Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.

Independence→ Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

Leadership→ Job requires a willingness to lead, take charge, and offer opinions and direction.

Social Orientation→ Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

Analytical Thinking→ Job requires analyzing information and using logic to address work-related issues and problems.

Support→ Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.

Independence→ Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

Working Conditions→ Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.