Accounts Payable/Fuel Billing Specialist

Primary Duty/Job Statement **

The Accounts Payable/Fuel Billing Specialist for processing invoices and issuing timely payments to vendors, suppliers, and other external parties. The position is equally responsible for supporting the billing and financial operations related to fuel and freight purchases and sales in an accurate and timely manner.

NOTE: This is an in-office opportunity only - hybrid or remote options are not available.

Essential Functions

• Fundamental Duties

o* *Accounts Payable

 Analyze, code, and process invoices in a timely and accurate manner for multiple entities while ensuring timely payment to vendors based on contract terms

 Monitor all invoices being processed through workflows and promptly resolve issues in the designated workflow error queues, coordinate with the IT department when necessary

 Research and resolve invoice issues

 Work within daily, weekly, monthly and annual deadlines

 Process federal information returns (1099s)

 Review all expense reports for coding and documentation accuracy, pursuant to all company policies and procedures.

 Prepare payment requests including selecting invoices to be paid on weekly check runs

 Reconcile vendor statements on a routine basis

 Demonstrated ability to be organized, proactive in follow-up and follow-through; continual attention to detail and ability to juggle multiple competing tasks, projects and demands

 Must be able to work in a fast-paced environment with demonstrated ability to make sound judgments and effectively solve problems in a professional manner

 Participate in internal and external audits

o* *Fuel Billing

 Data Entry and Record Keeping

• Accurately maintain records of fuel consumption data, including quantities, dates, and associated costs.

 Billing and Invoicing

• Assist in the preparation and generation of fuel and freight invoices for customers or internal departments based on recorded fuel usage or purchases.

 Billing Verification

• Review and cross-check fuel and freight purchase/sale records against various sources, such as fuel monitoring devices or supplier invoices, to validate accuracy.

 Customer Interaction

• Communicate with customers, suppliers or internal stakeholders regarding fuel and freight billing inquiries, clarifications, or disputes.

• Provide assistance in addressing questions related to invoices, payment details, or general account information.

 Payment Processing

• Support the payment collection process by preparing invoices for distribution, tracking payment receipts, and updating records accordingly.

• Collaborate with the finance or accounting department to ensure timely and accurate reconciliation of payments.

o* *Team Collaboration

 Collaborate with other team members or departments, such as operations, finance, or customer service, to facilitate smooth and efficient fuel billing processes.

 Contribute to process improvement initiatives or system enhancements as required.

o* *Core Competencies

 Be comfortable with personal growth and development, have a willingness to learn new skills, give and take feedback, adapt to changing situations, and embrace challenges and opportunities.

 Utilize multiple interfaces and software programs

 Ease with operating in a paperless office environment and using various digital tools for accomplishing duties, communicating and collaborating.

 Prepare and create ad-hoc requests and special projects

 Handle sensitive and confidential information appropriately

 Perform other duties as required and/or assigned

o Employee must be able to perform essential functions of the job with or without reasonable accommodation

•* *Physical/Cognitive Requirements

o While performing the duties of this position, the employee is frequently required to sit, communicate, reach, climb, and manipulate objects, office equipment, and electronic devices. Minimum physical exertion.

o Duties involving moving materials up to 10 pounds on a regular basis and up to 20 pounds on occasion.

o Manual dexterity and coordination are required over 75% of the work period consists of operating equipment such as a computer keyboard, mouse, phone and/or similar machines.

•* Attendance/Schedule*

o Monday thru Friday, 8 am to 5 pm

o Some overtime might be required from time to time

o Regular and prompt attendance is required

Preferred Minimum Experience/Education

• High school diploma or equivalent required

• Proficient skill level with Microsoft Office

• Customer service experience preferable

Training Requirements

• Other training and seminars as required

Supervision Received

• The Accounts Payable/Fuel Billing Specialist reports directly to the Director of Wholesale Fuel Accounting.

Supervision Exercised

• The Accounts Payable/Fuel Billing Specialist does not have direct reports.

Succession Planning

• The Accounts Payable/Fuel Billing Specialist could be considered to

o Be succeeded by an external hire or a variety of internal administrative non-accounting positions

o Succeed a Fuel Billing Specialist I or Accounts Payable Specialist depending on experience, initiative, and successes

R.B. Stewart Petroleum Products, Inc. is an Equal Opportunity Employer.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• No experience needed

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person