Production and Planning Clerks

Career summary

Production and planning clerks may also be called schedulers, expediters, or materials planners.

#added expediters to related db 4/6/04 lh

The duties of production and planning clerks are mainly clerical. They review and deliver production schedules and work orders. They confer with department supervisors to determine the progress of work. Clerks also compile reports on the progress of work and any problems that may have slowed down production.

Depending on the work setting, production and planning clerks may have a variety of other tasks. They may:

• Schedule workers
• Estimate production costs
• Route or deliver parts to departments
• Keep track of the inventory in departments
• Schedule the shipment of parts so that materials are available
• Talk to vendors to make sure that materials are shipped on time

Related careers

This career is part of the Manufacturing cluster of careers.

Related careers include:

• Billing Clerks
• Brokerage Clerks
• Cost Estimators
• Data Entry Keyers
• Dispatchers
• Legal Secretaries
• Secretaries
• Shipping and Receiving Clerks
• Stock Clerks
• Transportation Agents

Military careers

• Preventive Maintenance Analysts

Job duties

Task list

The following list of tasks is specific to production and planning clerks.

• Review and distribute production schedules and work orders.
• Confer with department supervisors to determine the progress of work and completion dates.
• Compile reports on work progress and production problems.
• Schedule workers and estimate costs. Plan timetables for programs and specific jobs.
• Route and deliver parts to insure production quotas are met.
• Track inventory of materials in departments. Schedule shipment of parts.
• Make sure that vendors ship parts on time.
• Make changes to schedules due to design changes, labor shortages, backlogs, or other problems.
• Work with employees, vendors, and customers to arrange production and shipping activities.
• Calculate the cost of materials, labor, and wages.

Common work activities

Production and planning clerks perform the following tasks. These tasks are common to many careers.

• Get information needed to do the job
• Communicate with supervisors, peers, or subordinates
• Use computers
• Monitor events, materials, and surroundings
• Make decisions and solve problems
• Organize, plan, and prioritize work
• Identify objects, actions, and events
• Process information
• Schedule work and activities
• Analyze data or information
• Judge the value of objects, services, or people
• Document and record information
• Estimate sizes, quantities, time, cost, or materials needed
• Inspect equipment, structures, or materials
• Think creatively
• Establish and maintain relationships
• Update and use job-related knowledge
• Monitor and control resources
• Evaluate information against standards
• Teach others
• Perform administrative tasks
• Develop goals and strategies
• Resolve conflicts and negotiate with others
• Develop and build teams
• Coordinate the work and activities of others
• Explain the meaning of information to others
• Guide, direct, and motivate others

Work requirements

Working conditions

In a typical work setting, production and planning clerks:

Interpersonal relationships

• Have a medium to high level of job-required social contact. They work closely with department supervisors and vendors.
• Communicate by telephone, e-mail, and face-to-face discussions. They also write letters and memos, but usually prefer quicker means of contact.
• Work as part of a team.
• Are occasionally placed in conflict situations in which others may become rude or angry.
• Are somewhat responsible for the work outcomes of production workers.

Physical work conditions

• Always work indoors.
• Sometimes are exposed to contaminants or hazardous equipment. They may wear safety gear to protect themselves.
• Occasionally are exposed to sounds and noise levels that are loud or distracting.
• May share office and work space with others.

Work performance

• Must be sure that all details of the job are done and their work is exact. Errors could slow production and cost the company money.
• Often make decisions that affect customers, coworkers, and their company's reputation. They may seek input before making important decisions.
• Repeat the same physical activities.
• Set some of their daily tasks and goals without talking to a supervisor first.

Hours/travel

• May work part time or full time.
• Generally have an established schedule.

Physical demands

Production and planning clerks frequently:

• Sit for long periods of time.

It is important for production and planning clerks to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are more than a few feet away.

It is not as important, but still necessary, for production and planning clerks to be able to:

• Use fingers to grasp, move, or assemble very small objects.
• See differences between colors, shades, and brightness.
• Focus on one source of sound and ignore others.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Make quick, precise adjustments to machine controls.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Production and planning clerks need to:

Communicate

• Understand written information.
• Speak clearly so listeners can understand.
• Understand spoken information.
• Read and understand work-related materials.
• Listen to others and ask questions.
• Write clearly so other people can understand.

Reason and problem solve

• Notice when something is wrong or is likely to go wrong.
• Follow guidelines to arrange objects or actions in a certain order.
• Use reasoning to discover answers to problems.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Combine several pieces of information and draw conclusions.
• Judge the costs and benefits of a possible action.
• Develop rules that group items in various ways.
• Recognize the nature of a problem.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Work with people

• Change behavior in relation to others' actions.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study to consider

• Logistics and Materials Management
• Office Support

Training

To work as a production and planning clerk, you typically need to:

• have a high school diploma or equivalent; and
• complete moderate-term, on-the-job training.

Education after high school

Formal training is not required for production and planning clerks. However, taking courses that teach business skills can be good preparation for this occupation.

On-the-job training

Production and planning clerks usually learn their skills on the job. You work with an experienced clerk and do routine tasks under close supervision. You also receive training in the use of computers and other electronic business equipment. Training typically lasts a few months but may take up to a year.

Military training

Some branches of the military train people to be preventive maintenance analysts. This occupation is not an exact match with production and planning clerks, but there is a lot of overlap. Training lasts from four to 15 weeks, depending on your specialty. Additional training occurs on the job.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Computer Applications
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers rarely require more than a high school diploma or equivalent for entry-level jobs. However, employers increasingly prefer to hire those who have experience with computers. They prefer applicants who have taken business courses or who have work experience.

Employers look for applicants who have good oral and written communication skills. Typing, filing, recordkeeping, and other clerical skills are also important.

For some jobs, a certificate in production and inventory management or supply chain management is important. Certification is available through the American Production and Inventory Control Society .

#Verified certification info above 4/9/08 lh & 3/25/09, 4/23/13, 3/23/15, 1/9/17, 4/4/19 cj.

Tips

Experience or knowledge concerning the employer or industry is helpful. Those who know Interstate Commerce Commission (ICC) regulations and tariffs will have an advantage. Employers prefer workers who can be flexible.

Costs to workers

Production and planning clerks may wish to join a professional association, which may have annual dues. Certification by a national organization is an additional expense although some businesses may pay for, or assist with, certification costs.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Production, Planning, and Expediting Clerks 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary by area of the country and employer. The clerk's level of responsibility and experience also affect wages.

Production and planning clerks who work full time usually receive benefits. Typical benefits include sick leave, paid vacation, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Production and planning clerks work in most industries.

Major employers:

• Manufacturers
• Wholesale trade companies
• Warehousing and storage companies

National outlook

Demand for this occupation will grow about as fast as average. The decline in the manufacturing industry will limit growth. However, this occupation is not as easily automated as other types of clerk occupations.

Job openings will occur as people leave the occupation. Job prospects are best for those with computer experience.

Other resources

American Foundry Society 
1695 North Penny Lane
Schaumburg, IL 60173
800.537.4237
847.824.0181

Association for the Advancement of Cost Engineering 
1265 Suncrest Towne Centre Drive
Morgantown, WV 26505
304.296.8444

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Manufacturing

Career path

• Conventional (Business Operations)

O*Net  occupation

• Production, Planning, and Expediting Clerks (43-5061.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

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• Material Coordinator (221.167-014) 
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Holland occupational cluster

• Conventional/Enterprising/Realistic

COPSystem

• Clerical