Documentation Clerk

DOCUMENTATION CLERK

Summary of job function: The Documentation Clerk within the Customs Department plays a critical role in ensuring compliance with customs regulations and facilitating the efficient movement of goods across borders. By managing documentation accurately and efficiently, this role contributes to the smooth operation of import/export processes and helps minimize delays or disruptions in customs clearance. Strong attention to detail, knowledge of customs procedures, and effective communication skills are essential for success in this position.

Principal Duties and Responsibilities:

• Prepares and processes customs documentation, including import/export declarations, customs clearance forms.
• Ensures that all documentation complies with relevant customs regulations, tariffs and trade agreements.
• Verifies accuracy and completeness of documentation to expedite customs clearance processes.
• Maintains accurate records of import/export transactions, including invoices, bills of lading and shipping manifests.
• Organizes and files documents in accordance with customs requirements and departmental procedures.
• Updates electronic databases or customs management systems with relevant information.
• Liaises with customs officials, freight forwarders, and other stakeholders to facilitate the timely processing of shipments.
• Communicates with internal departments and external parties regarding documentation requirements, status updates and resolution of issues.
• Provides guidance and assistance to staff and clients on customs documentation procedures and compliance matters.
• Monitors changes in customs regulations, trade policies and tariff schedules to ensure adherence to current requirements.
• Conducts regular audits of documentation to identify discrepancies, errors or non-compliance issues.
• Collaborates with compliance officers and legal advisors to address any regulatory concerns or compliance challenges.
• Investigates and resolves documentation discrepancies, such as incorrect classifications, missing or inaccurate information or duty calculation errors.
• Works proactively to prevent delays or disruptions in customs clearance processes by resolving issues promptly.
• Offers support and assistance to colleagues in navigating customs documentation processes and resolving related issues.
• Enters costing data for all shipments cleared.