Shipping and receiving clerk job description template

Table 1: Position Identification

1. Position Summary

The Shipping and Receiving Clerk manages the physical and administrative receipt, verification, staging, and dispatch of all inbound and outbound shipments for [ORGANIZATION_NAME]. This role serves as the central operational control point on the loading dock, ensuring incoming inventory matches purchase orders, outgoing orders meet packaging and carrier specifications, and inventory data remains accurate in [HRIS_NAME] or the local inventory management system. By maintaining strict verification standards, safe dock practices, and efficient material handling, the incumbent protects the organization against stock discrepancies, transit damage, and dispatch delays. The position directly impacts customer delivery satisfaction, internal production continuity, and overall warehouse safety.

2. Key Responsibilities

2.1 Inbound Freight Receiving and Inspection (20% of Time)

• Offload freight carriers, courier vans, and transport trucks safely using designated material handling equipment.
• Inspect all incoming cartons, crates, and pallets for external physical damage, leaks, or seal tampering before signing carrier bills of lading.
• Reconcile physical delivery counts against packing slips, purchase orders, and waybills, recording any shortages, overages, or damages immediately.
• Log received items into the inventory tracking system within [N_BUSINESS_DAYS] business hours of dock arrival to maintain accurate stock availability.

2.2 Outbound Order Staging, Packaging, and Dispatch (25% of Time)

• Pick, assemble, pack, and secure finished goods or outgoing transfers according to packing lists and customer specifications.
• Select appropriate protective packaging, pallets, strapping, and shrink-wrap to prevent damage during transit.
• Generate shipping labels, address tags, dangerous goods documentation if applicable, and commercial transport documentation.
• Coordinate dock appointments and hand over staged freight to assigned freight carriers and parcel couriers within established shipping cut-off times.

2.3 Inventory Control and Location Management (15% of Time)

• Transfer verified incoming materials from the dock staging area to designated storage bins, racks, or departmental holding areas.
• Update bin location records and inventory counts in the system to reflect physical movements accurately.
• Conduct weekly cycle counts and participate in periodic physical inventory audits as directed by [REPORTS_TO_TITLE].
• Flag dead inventory, unlabelled goods, and stock level anomalies to [OWNER_OR_MANAGER] for timely reconciliation.

2.4 Documentation and System Administration (15% of Time)

• File signed bills of lading, customs paperwork, carrier receipts, and vendor packing slips in accordance with company record-keeping standards.
• Process return merchandise authorizations (RMAs) and vendor returns, ensuring tracking numbers and credit documentation are logged.
• Calculate freight weights, dimensions, and declared values to obtain competitive shipping quotes or schedule specialized logistics services.
• Forward completed receiving paperwork to accounting or the office administrator within [N_BUSINESS_DAYS] business days to support timely vendor invoice processing.

2.5 Material Handling Equipment (MHE) Operation and Staging (10% of Time)

• Operate manual and electric pallet jacks, hand trucks, dock levelers, and forklifts in compliance with provincial occupational health and safety standards.
• Complete and log mandatory pre-shift safety inspection checklists for all assigned material handling equipment.
• Report mechanical defects, battery charging issues, or equipment damage immediately to [SUPERVISOR_TITLE].
• Maintain clear and unobstructed traffic lanes, pedestrian walkways, and emergency exits across the dock area.

2.6 Shipping Supplies and Dock Inventory Control (5% of Time)

• Monitor stock levels of packaging materials, including corrugated boxes, stretch wrap, packing tape, strapping, pallets, and shipping labels.
• Submit purchase requests for replenishment supplies to [REPORTS_TO_TITLE] before stock falls below minimum operational thresholds.
• Stack, organize, and inspect empty wooden and plastic pallets, removing broken pallets from circulation to eliminate safety hazards.

2.7 Dock Safety, Housekeeping, and Hazardous Materials (10% of Time)

• Maintain a clean, organized, and debris-free dock area, sweeping floors and disposing of packaging waste continuously throughout the shift.
• Handle hazardous or regulated materials in strict compliance with Workplace Hazardous Materials Information System (WHMIS) requirements and Transport Canada dangerous goods guidelines where certified.
• Wear all designated personal protective equipment, including [REQUIRED_PPE], at all times within active warehouse and dock zones.
• Report all workplace injuries, near-misses, and dock hazards immediately to [FIRST_AID_CONTACT] and [SUPERVISOR_TITLE].

3. Qualifications & Experience

Table 2: Role Qualifications and Prerequisites

4. Competencies

Table 3: Core Behavioural and Functional Competencies

5. Working Conditions & Performance Measures

5.1 Physical Demands and Working Conditions Analysis

Table 4: Physical Demands and Working Conditions Analysis

5.2 Key Performance Indicators (KPIs)

Table 5: Key Performance Indicators

6. Career Path

6.1 Typical Prior Experience

Candidates entering this role typically possess prior experience in the following operational areas:

• General Warehouse Associate / Labourer
• Order Picker / Packer
• Retail Stock Clerk / Inventory Merchandiser
• Delivery Driver / Courier Helper

6.2 Potential Progression Roles

With demonstrated competence, technical skill development, and strong performance, an incumbent may advance into the following positions within [ORGANIZATION_NAME]:

• Lead Hand / Dock Coordinator
• Warehouse Supervisor / Logistics Coordinator
• Inventory Control Specialist
• Purchasing and Logistics Assistant

7. Position Acknowledgement

This job description outlines the primary duties, operational responsibilities, and physical demands required for the Shipping and Receiving Clerk role at [ORGANIZATION_NAME]. It is not designed to be a comprehensive inventory of all tasks or projects that an employee may perform. Operational conditions, customer volumes, and organizational requirements may necessitate modifications to specific tasks and responsibilities, which will be communicated with reasonable operational notice.

Employee Acknowledgement: I acknowledge that I have received, reviewed, and understand the contents of this job description. I confirm that I am able to perform the essential duties and meet the physical demands of this role, with any accommodation required under applicable human rights legislation in accordance with human rights legislation.

Employee Name: ________

Employee Signature: _________

Date: [DD-MMM-YYYY]

Manager Sign-Off:

Manager Name: [MANAGER_NAME]

Manager Signature: __________

Date: [DD-MMM-YYYY]

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