Export/Import Clerks arrange and direct the transportation and shipment of products to and from the USA and other foreign destinations. As a result, many employees in this position contain transportation or traffic in their job title, e.g. "transportation and customs representative," "traffic coordinator," or "traffic controller." In some companies, this position is not designated and is subsumed under other positions like "customer support" or simply an "administrative assistant" position.

Export/import clerks in food processing facilities compile, complete, and verify the forms and documents necessary for the export and/or import of products. Documents are used or prepared in accordance with established procedures, guidelines and schedules. Examples include the company's North American Free Trade Agreement (NAFTA) Certificate, transportation permits and descriptions, health and sanitation certificates, and customs declarations. Clerks function as the liaison between the food production facility and customs brokers, transportation brokers, carriers, and customers. The products being shipped and the products' destinations significantly affect the job in terms of the necessary paperwork and difficulty of transportation arrangements: shipping beef is very different than shipping alcohol, and shipping to Japan or Columbia is very different than shipping to the USA.

• document use
• oral communication
• planning and organizing
• decision making/problem solving

The typical text reading tasks of export/import clerks are at Complexity Levels 2 and 3. Their most complex text reading tasks are at Complexity Level 3.

Export/import clerks:

• read internal memos, faxes and newsletters about procedural changes, new employees, or company events. Also may receive general publications from head office on business. (daily) (2)
• may read letters such as correspondence to customers or letters defining terms of credit for a customer. (2)
• read instructions for completing forms issued by government departments or customs brokers. Read guides which indicate which documents need to be completed for exports to different countries. (2)
• read letters from brokers and government departments updating them on new tariffs, exemptions, or remissions. Clerks say that it pays to read them carefully since failure to do so means not taking advantage of a new policy and could mean losing remission money. (2)
• may read letters, faxes, and emails from international customers. The content of such correspondence is varied, ranging from requests for information or action to explaining situations. (2)
• read workplace hazardous materials system (WHMIS) and Transportation of Dangerous Goods (TDG) information. They need to be generally familiar with this information, but they also may have to answer questions from a carrier or customer with regard to the classification and handling of the goods being transported. (3)
• read lengthy text passages on the variety of forms that are unique to agri-food products and to the various countries to which they are being exported. For example, a clerk shipping malted barley needs to provide a Phytosanitary Certificate and arrange for a Canadian wheat permit whereas a clerk shipping beef needs a to provide a Sanitary Health Certificate and an additional BSE waiver when shipping to Japan. (3)
• read policy and procedures manuals as well as training manuals. These manuals are read initially in order to learn, but are also used as day-to-day references. (3)
• read journals, magazines, books, or any other reference material that is relevant to their job. For example, a clerk may read the NAFTA or Canadian Tariffs books. The purpose may be to find a "HS" (tariff) code or to locate the most advantageous tariff classification. Likewise, the clerk may read IATA's Dangerous Goods and Regulations to "interpret" the applicability of various criteria to the labelling, packaging and content of products which are to be shipped by air. (3)

The typical document reading tasks of export/import clerks are at Complexity Levels 1 to 3. Their most complex document reading tasks are at Complexity Level 3.

Export/import clerks:

• read shipping tags (e.g. transportation placard provided to the carrier), bar code tags (for items with a line release), and safety labels. (1)
• read various notes posted around the work station or in a self-compiled reference binder. These notes contain such information as catch-weights, export codes, ports of crossing, conversion formulas, and phone numbers. (1)
• read weight sheets from the shipping and sales departments. (1)
• check invoices (incoming and outgoing) as well as other documents for correctness before using the information to fill orders. (2)
• read various sales receipts and take relevant data from them (e.g. IRS number, addresses, and product data) to prepare shipping forms and to fill the order. (2)
• use tables to find figures to complete documents. For example, they may need to consult the Canadian Alcometric Table (detailing the volume of different proof alcohol at different temperatures) or a transportation chart to determine the price of shipping a package. (3)

Export/import clerks:

• compile and prepare documents for carriers (if going by road) or fax/courier them to broker (if going by rail). For example, a clerk may prepare the carriers "manifest."
• commonly are faced with new forms which require the same essential information as other forms. Clerks must interpret the data entry boxes and spaces and decide what information goes where and what information needs to be changed from previous versions. "The same information goes onto most forms, but it goes into different places and in different formats."
• create shipping schedules. Use information from production and inventory sheets to organize and co-ordinate shipments. The shipping schedule would also be used to notify the shipping department of the loading schedule; and to make arrangements with carriers and transportation brokers for the transportation of products (e.g. ordering rail cars, contacting carriers, or making arrangements with a shipping line).
• complete government forms like the NAFTA Certificates of Origin, Canada Customs Invoice (gives value of shipment), and US Customs Invoice (for shipments to the US only). Information may have to pulled from multiple sources to complete these forms.
• prepare customs documents for any shipments overseas. Every clerk needs to be familiar with Revenue Canada's form B13 - International Declaration. The clerk often has to go to multiple sources for information to complete such documents. For example, the clerk needs to find the correct tariff code (located either in a letter, on the NAFTA certificate, or in a reference manual). The clerk must also know in detail the precise origin of the product and its components. The clerk would also need to decide what country-specific information needs to be filled in or included. Other documents like sales slips and load sheets may also be referred to for other shipping information.

Export/import clerks:

• read signs, labels or lists.
• complete forms by marking check boxes, recording numerical information or entering words, phrases, sentences or texts of a paragraph or more.
• read completed forms containing check boxes, numerical entries, phrases, addresses, sentences or texts of a paragraph or more.
• read tables, schedules or other table-like text.
• create tables, schedules or other table-like text.
• enter information on tables, schedules or other table-like text.
• obtain specific information from graphs or charts.

The typical writing tasks of export/import clerks are at Complexity Levels 1 to 3. Their most complex writing tasks are at Complexity Level 3.

Export/import clerks:

• write messages for co-workers or reminder notes about tasks that need to be done. (1)
• may write letters to suppliers. These letters may request action, explain problems, or request changes to shipping schedules. (2)
• write letters to customs officials to remedy a problem. For example, the wrong tariff code may have been written on a form. The letter is intended to explain the error and correct it. (2)
• write letters, faxes, and e-mail messages to customers to request information, to explain a situation, or to attempt to resolve a problem. The content of letters includes informing customers that a shipment is going to be delayed and explaining why; explaining problems with production of a product ordered; or rescheduling a shipment for another time. (3)
• write letters instructing carriers and handlers about what needs to be done. For example, they may need to get a product moving as soon as possible when demurrage charges are being applied. In general, brevity is a goal striven for in the writing. (3)
• write longer letters and memos to explain procedures. The purpose may be for personal reference, to leave written procedures that can be followed in their absence, or to inform brokers and shippers. (3)

The numeracy tasks of export/import clerks involve:

• money math at Complexity Levels 2 and 3.
• scheduling or budgeting and accounting math at Complexity Level 3.
• measurement and calculation math at Complexity Levels 1 and 2.
• data analysis math at Complexity Level 1.

• numerical estimation at Complexity Levels 2 and 3.

• calculate the amount of an invoice, including taxes and discounts. (money math) (2)
• calculate various costs including shipping, loading, and storage charges. Various rates and charges may need to factored in to the calculation, depending on need for rushing a shipment or paying demurrage. (money math) (3)
• schedules the loading and shipment for the day taking into consideration the size of the load, production schedule, shipping timelines, shipping time to port, time required to containerize the order, and the departure time of the ship. Scheduling also needs to factor in the availability of shipping containers or carriers and the priority of different orders. During the course of a day or week, schedules commonly must be adjusted to accommodate unforeseen circumstances. (scheduling or budgeting and accounting) (3)
• weigh outgoing mail and, based on the weight, choose the appropriate courier. (measurement and calculation) (1)
• convert weights and volumes to different units and to different measurement systems. For example, clerks calculate the weight of an order based on the known weight of a single unit (e.g. a bushel) and then convert this to metric tons, US "short" tons, kilograms, or pounds. (measurement and calculation) (2)
• compare figures on various forms (e.g. load sheets, invoices, weight sheets) for accuracy and consistency. Will use past experience and other forms to adjudicate accuracy. For example, a clerk may add up the weight of a shipment and compare figures to an invoice or bill of sale requirements. (data analysis) (1)
• estimate inventory, supplies on hand, or the number of containers required based on the shipping schedule and order sizes. Clerks may order more rail cars than necessary to be safe. (numerical estimation) (2)
• estimate the capacity of a load to include packaging weights that are not included in the basic shipment. Clerks will sometimes overestimate the capacity to avoid any allegations of smuggling. (numerical estimation) (2)
• estimate a shipping date factoring in time for loading, time to transport the order to the port, and the availability of carriers. (numerical estimation) (3)

a. Mathematical Foundations Used

b. How Calculations Are Performed

• in their head.
• using a pen and paper.
• using a calculator.
• using a computer.

c. Measurement Instruments Used

• time - using a watch, clock, or calendar.
• weight or mass - using an electronic scale.
• distance or dimension - using a road map or table.

• the metric measurement system.
• the imperial measurement system.

The typical oral communication tasks of export/import clerks are at Complexity Levels 1 to 3. Their most complex oral communication tasks are at Complexity Level 3.

Export/import clerks:

• receive requests for information from clients and instructions from co-workers and supervisors. (1)
• listen to or leave voice mail messages. (1)
• interact with suppliers to obtain supplies or information. For example, a clerk may phone a rail company to order rail cars or phone a warehouse or weigh station for weight figurers. (1)
• exchange production, shipping, and order information with co-workers and co-ordinate the receiving or filling of orders with them. (2)
• may notify a supplier of a problem. The clerk may phone a shipper to inform him or her that the necessary paperwork has not arrived or that a number of rail cars are unacceptable and must be replaced. (2)
• arrange with service providers to perform various functions necessary for a shipment. For example, someone transporting grain to Mexico has to arrange for the fumigation of the rail cars. In another case, a veterinarian has to inspect beef going abroad. (2)
• talk to clients in person or on the phone about the status of their order or account and answer their questions. (2)
• interact with customs brokers. The clerk will receive relevant information from the broker regarding regulations and document requirements in various countries. In turn, the clerk will provide product and company information. The clerk is constantly in communication with the broker regarding documentation and the status of shipments. (2)
• attend and present information at staff meetings. (3)
• facilitate movement of their products. This may mean having to placate a customs officer, assure a carrier that proper papers will be arranged, or encourage a shipper to find passage for a shipment. In some situations, it may mean asking a courier to rush an incoming delivery or persuading a supplier to provide the necessary paperwork to Canada Customs. (3)

Export/import clerks communicate:

• in person.
• using the telephone.

Export/import clerks may have to communicate in an environment where the noise from office machines (such as photocopiers and telephones) and from co-workers talking may impede their own telephone communication.

1. Problem Solving

The typical problem solving tasks of export/import clerks are at Complexity Levels 2 and 3. Their most complex problem solving tasks are at Complexity Level 3.

Export/import clerks:

• encounter errors or inconsistencies between administrative and financial records. They check forms and computer records, ask customers questions, and speak with staff from various departments until the error is resolved. (2)
• may deal with unhappy clients. This may involve negotiating a resolution. (2)
• are faced with paperwork problems. While a carrier generally can pass with assurances that the proper documentation will follow, this may also require a separate "amended entry" to be prepared and it may require contacting a government embassy or consulate to receive an official "guarantee." When paperwork necessary for an incoming product is not provided, the clerk will have to contact the supplier and request the documents. If the supplier does not understand the necessity of the documents required, the clerk will have to explain what is needed and attempt to facilitate timely action. (2)
• may develop solutions when they face deadlines which cannot be met. For example, a clerk may receive information from production that there has been a problem in manufacturing the product to the customer's unique specifications and that the shipment must therefore be delayed. The clerk may also need to inform the supervisor of the delay and notify carriers, rail yards, and shippers of the delay and make other arrangements for the shipment and/or the rail cars already allotted. (3)
• solve new and unexpected problems. For example, two carriers may have been sent out with each other's paperwork. The clerk has to assure the customs officials and the carriers that the problem will be rectified and then make arrangements with two couriers to pick up and redeliver the paperwork to the correct crossing. (frequently) (3)
• commonly faced with problems between customs/border officials, suppliers, and transportation representatives. "All it takes is a little thing and there will be problems getting across the border." May have to mediate between all parties a resolution that still meets the company's own needs. (3)

The typical decision making tasks of export/import clerks are at Complexity Levels 1 to 3. Their most complex decision making tasks are at Complexity Level 3.

• may have to monitor inventory supply. If the company imports speciality products for use in the manufacture of a value-added product, the clerk will have to order well in advance of any possible need. Some shipments take well over a month to arrive. (1)
• decide how general procedures apply in particular or unique cases. For example, when bringing in a product, a clerk may interpret its use and end-state in such a way as to legally read the product as GST exempt. (2)
• commonly are faced with new forms which require the same essential information as other forms. Clerks must interpret the data entry boxes and spaces and decide what information goes where and what information needs to be changed from previous versions. "The same information goes in most forms, but it goes into different places and in different formats." (2)
• decide on the best method of transporting a shipment. While the clerk needs to consider price as an overriding factor, the clerk must also consider the carrier's availability or availability of containers, time of transport, which coast to ship from, the availability of a ship at the time of arrival, and of course the customer's own timelines. In the end, the cheapest method may not be the best method. (3)

Export/import clerks plan and organize their job tasks at Complexity Level 3.

Export/import clerks generally export to or import from the same customers or suppliers all the time. The quantities that they ship are also rather consistent. They must be able to prioritize shipments according to specific requirements and deadlines. This may mean having to reorganize the clerk's own schedule (work over lunch, stay late, or come in on a weekend) and the plant's shipping schedule. The clerks interviewed said that they had to think on their feet. While job requirements are consistent, clerks always have new things happening and new tasks needing to be done. It is a job that requires significant abilities to troubleshoot and deal with interpersonal issues.

Examples

Export/import clerks:

• need to remember product requirements and distinctions. For example, a beef clerk would need to know that some offal comes in predetermined packaged weights while other packaged offal may vary. Another clerk might have to remember a product's ingredients, transportation guidelines, or the obscuration rates relevant to a lab report.
• remember tariff codes, GST and IRS numbers.
• may remember shipping capacities and volumes. For example, a clerk specializing in margarine may remember the total number of units that will fit on a truck, its total weight, and its total price.
• memorize conversion factors and equivalents (e.g. metric to imperial weights).
• remember international operator, country, and city codes and know how to interpret them when phoning or faxing. The clerk has to remember that even though a city code might have one or two zeros ahead of it that if you are phoning from out of country, these numbers must be dropped.

5. Finding Information

Export/import clerks tasks that involve finding information are at Complexity Levels 1 and 2.

Export/import clerks:

• refer to weight sheets that provide the packaging or packaged weights of products to be shipped. (1)
• refer to notes they have left for themselves. These may be short and placed on boards around their desk or they may be longer and more detailed and be included in a self-managed reference binder. (1)
• use the internet in conjunction with software provided by rail carriers that allows clerks to monitor and track the progress of a shipment. (1)
• seek information required to complete forms by consulting client files, talking with the client, contacting a government department, speaking with their broker, or speaking with inhouse sources like a veterinarian. Similarly, these sources might also be used when dealing with a new situation or shipping to a new country. (2)

Export/import clerks generally work independently, but they are never isolated from other people. They are constantly talking to carriers, brokers, customs officials, co-workers, and customers on the phone or face-to-face. As a result, more than one interviewee was moved to say that clerks require good customer relation skills. That if you are good with "please" and "thank you," the shipment will move more efficiently and get to where it needs to be on time with fewer problems. Rudeness, however, often brings delays. Clerks interviewed felt that they were only one component of a larger team. They must co-ordinate their activities with purchasing and sales, with engineering or maintenance (if they need products or machine parts or if they will be carrying out a shutdown), with carriers and shippers, with production, with their brokers and warehouses, and with other office staff. Much of a clerk's time is "spent responding to inquiries from various people involved in the movement of the product."

Export/import clerks may:

• participate in formal discussions about work processes or product improvement.
• have opportunities to make suggestions on improving work processes.
• monitor the work performance of others.
• inform other workers or demonstrate to them how tasks are performed.
• orient new employees.
• select contractors and suppliers.
• assign routine tasks to other workers.
• assign new or unusual tasks to other workers.

The computer use tasks of export/import clerks are at Complexity Levels 1 to 3.

• use word processing. For example, use Microsoft Word to write letters or faxes. (2)
• use a database. For example, many have databases on customers including addresses and previously completed forms. (2)
• use a spreadsheet. For example, many use Microsoft Excel to complete invoices and some clerks set their forms up in Excel so that the program will automatically add up figures. (3)
• use bookkeeping, billing and accounting software. For example, Canadian Pacific (uses "Harbinger") and Canadian National (uses "CIS"). Both have their own billing software that they expect their clients to use. Additionally, some companies have their own internal accounting software (e.g. "Ingress") that clerks must access. (2)
• use communications software. For example, clerks may use Netscape or Microsoft's Explorer and Outlook to handle email and internet access. (1)
• use custom-designed software containing their forms. For example, it is a common practice for some customs brokers to provide customized software with forms they want used and have adapted for their clients' needs. An increasing number of forms are being submitted and sent electronically. (2)
• use specialized software to track rail shipments. Both Canadian Pacific and Canadian National provide software which, used in conjunction with the internet, allows clerks to track their shipments everywhere the two rail carriers ship. (2)

Export/import clerks must continually learn and adapt. For example, they receive training in the use of new software as it is added to the work environment. All clerks will participate in seminars provided by their customs brokers on new regulations, updates, and document requirements. They may also take training seminars offered by their employer on such topics as exports, business, customer service, and women in the workplace. In some cases, clerks are also required to take WHMIS and TDG training as well. Finally, clerks need to be constantly learning new procedures and policies on the job. For example, when things like NAFTA came into effect, it was incumbent on clerks to familiarize themselves with the document and to be open to teaching from their brokers.

• as part of regular work activity.
• from co-workers.
• through training offered in the workplace.
  - at work.
  - on worker's own time.
  - using materials available through work.
  - using materials obtained through a professional association or union.
• using materials obtained on worker's own initiative.
• through off-site training:
  - during working and non-working hours at no cost to the worker.

In addition to collecting information for this Essential Skills Profile, our interviews with job incumbents also asked about the following topics.

The export/import clerks interviewed mentioned these physical aspects of their jobs.

Body Position

Export/import clerks sit at a desk when typing or keyboarding or stand at a counter to use other office equipment. It is estimated that around 60% of their time is spent in the sitting position. Clerks additionally walk around to use the photocopier, speak to co-workers, or retrieve documents or files. They bend, stoop, crouch, and kneel when handling files.

Limb Co-ordination

Export/import clerks use upper limb co-ordination, for example, when keyboarding.

Strength

Export/import clerks require limited strength to carry office supplies. Light to medium strength is used when handling files and boxes of files. Additionally, some clerks require light to medium strength to handle and send boxes of product samples via courier - anywhere from 2 to 25 pounds (weekly).

Sensory

Some clerks may be required to participate in product "panels" whereby products are "blindly" tested for colour, taste, and smell before being packaged or shipped.

The export/import clerks interviewed felt that export/import clerks should have excellent interpersonal and communication skills and have good judgement - troubleshooting, prioritizing, motivating, and mediating are significant components in the job. All interviewed supported the idea that clerks need to be able to function in stressful and "chaotic" situations while maintaining their flexibility, patience, pleasantness, and, above all, accuracy. Having a sense of humour and general "positive attitude" was deemed necessary to deal with the stress and uncertainty of the job. Clerks strongly believed that good organizational skills are a must in their profession.

In general, Clerks must handle more paperwork in the job and have an increasing need to back-up all documentation for records. NAFTA has also brought new and different documentation requirements. The industry is in the midst of an electronic transition with regard to the forms necessary in the job. Some clerks still do everything with a typewriter, some are split 50/50 between electronic forms and hard copy forms, and some have already made the transition to electronic forms. This is likely a movement that will continue into other parts of the job. The tracking software applied to rail carriers may see itself in all transportation. Moreover, the electronic tracking of individual products via bar codes and scanning procedures is also likely to become more prevalent.

The Canadian export market in general is currently driven by the competitive nature of the Canadian dollar. Any changes in the dollar's value may mean changes in export quantities and destinations which would in turn affect the duties and knowledge required of current clerks.

Other changes are also likely. Businesses may grow in the export of products and some clerks will become increasingly involved in importation. Some clerks also perceive some duties currently handled by a customs broker will devolve back to the clerk.

Copyright is held by the Alberta Food Processors Association.

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