Parts Clerk

POSITION SUMMARY: This position is generally responsible for working parts counter.

POSITION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each job function satisfactorily, which includes:

ESSENTIAL DUTIES:

• Lookup correct parts for shop
• Receive parts from UPS, FDX, U.S. Post Office and other freight companies.
• Pull parts of shelfs for techs/customers.
• Verify parts are in good condition.
• Note, with shipper, any damage to freight and advise parts office.
• Scan freight shipments or check against packing slips.
• Put away received parts in their appropriate locations.
• Generate and transmit received parts reports for counterpersons.
• Inform counterpersons of any unusual parts received or any special order parts missing, damaged or back ordered.
• Take care of invoices and picking tickets coming from the printer and get them to their proper location.
• Follow information given on invoices and picking tickets as to when, where and which parts need to be shipped/delivered.
• Pull parts from stock, holding bins or incoming freight to be shipped.
• Verify part number and quantity against invoice.
• Distribute parts to customers using contracted freight companies or using dealership delivery vehicle.
• Coordinate deliveries so that customers receive parts in an expedient fashion.
• Generate core returns, package returns and ship.
• Coordinate warranty setup including WPC return requests.
• Deliver parts and accessories to customers.
• Pick up and properly document returns from customers including issuing a credit memo for the return.
• Maintain the integrity of the delivery vehicles and turn in weekly vehicle status report. Notify management of any needed maintenance or repair.
• Determine the customers’ parts needs through information given and gathered.
• Ensure timely attention is given to customers and phone calls.
• Accurately look up the appropriate part numbers to satisfy the customers’ needs.
• Suggest any related parts that may be required (up sell).
• Pull purchased parts from stock.
• Special order any parts not in stock.
• Invoice purchased parts for cash/credit card payment or charge to customers at appropriate price levels.
• Print a picking ticket for multiple parts orders so that stocked parts can be pulled from inventory and placed in a holding bin.
• Communicate to management any problems that may occur with customers or inventory.
• Maximize the sales effort of the Parts Department by affording exceptional service to our customers.
• Serve as primary backup to Parts Clerk II position by performing the following duties:

• Have a current driver’s license and maintain a good driving record.
• Perform other related duties as required and assigned.
• Maintain a professional image and appearance in the workplace.
• Follow procedures and policies set forth by management, Employee Handbook and Non-DOT Drug and Alcohol Testing Policy.

SUMMARY OF EXPECTATIONS OF THIS POSITION:

• Adheres to Kalispell Motor Company’s policies and procedures;
• Performs duties as workload necessitates;
• Treats all customers, management, co-workers and other individuals with enthusiasm, respect, courtesy and professionalism (including communications about the job, company and employees via social media);
• Demonstrates flexible and efficient time management and ability to prioritize workload;
• Consistently reports to work on time prepared to perform duties of position;
• Meets departmental productivity, organization and consistency standards;
• Complies with laws, ordinances and regulations governing employment law; and
• Performs work in a safe and high quality manner.

PERFORMANCE FACTORS:

• Attendance/ Punctuality and Dependability: Depended upon to report to work at the scheduled time, is seldom absent from work, and keeps unplanned absences to a minimum. Employee follows company policy of reporting/planning absences and going through the correct channels to request time off. Completes work in a timely, accurate and thorough manner, is conscientious about assignments and deadlines.
• Teamwork and Flexibility: Ability to help and share knowledge or expertise with others. Responds and adapts positively to new ideas, requests, and/or changing situations. Provides meaningful feedback and responds well to constructive criticism.
• Communication and contact: Communicates effectively both verbally and in writing with superiors, colleagues, customers, and individuals inside and outside the company.
• Relationships with others: Provides cooperative, responsive, and courteous service to customers and staff. Exhibits a professional and courteous demeanor and responds positively, yet quickly to special requirements or circumstances; works to maintain constructive working relationships.

• Initiative and Productivity: Initiates work activities, seeks responsibility, and makes efforts to improve knowledge and skills. Employee thinks along original lines, finds new and effective ways of doing jobs, and makes suggestions for improvements. Volume of work consistently done in relation to the volume considered to be a standard requirement of the job. Frequency of need for overtime is kept to a minimum and wise use of time during a normal workday. Accuracy, attention to detail, thoroughness, and neatness.

• Judgment and Analytical Ability: Seeks clarification when unsure. Knows when to consult and when to act independently. Keeps supervisor informed of status and potential problems. Correctly determines work priorities and treats confidential information appropriately.

QUALIFICATIONS:

• Skills and Abilities:
  • Ability to work independently
  • Strong attention to detail
  • Ability to work well in a team setting
  • Work well under pressure
  • Reading and writing comprehension – understanding written sentences and paragraphs in work related documents and communicating effectively in writing as appropriate for the needs of the audience.
  • Oral and written communication skills – speaking, listening, reading or writing and understanding information and ideas presented; talking to others to convey information effectively.
  • 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.
• Education and Experience:
  • High school diploma, GED or vocational training or job-related course work required
  • Two years of experience in a dealership position preferred.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk and hear. Most time is spent standing, walking, kneeling, stooping, lifting, and reaching.

• The employee may be required to:
  • Lift items weighing up to 70 pounds or more;
  • have face-to-face discussions with individuals or teams;
  • may work exposed to dust, noise, vibration, exhaust fumes, paint and other hazardous and non-hazardous materials;
  • be exact and accurate; and
  • work primarily indoors but some outdoor work, sometimes in inclement weather.
• Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.