Billing Clerk

Job description

Under direction, the Billing Clerk compiles data and prepares company invoices and bills. This position is responsible for processing a high volume of invoices, maintaining account records, and keeping co-workers informed by telephone, email, or in person. The position is also responsible for various clerical duties such as filing, emailing, copying, sorting, answering telephones, and running daily reports. The tasks listed below include essential functions and depending on assignment, the employee may perform a combination of some or all of the following duties.

Responsibilities

Lube and Fuel Billing

• Receive, gather, and sort records such as delivery tags and buyback tags to compile needed data.

• Compile, compute, code, and record billing, accounting, and other data for billing purposes.

• Prepare billing invoices

• Code for data entry.

• Verify the accuracy of the records such as company, date, tag number, product, quantities, profit center, tax zone, and driver & truck.

• Reconcile information with the driver log, will-call sheet, and front office log.

• Enter driver log data to computer and process delivery tags.

• Resolve error messages to ensure accuracy of journals.

• Post transactions to accounting records and print the journal.

• Assemble the journal, tags, and driver logs then scan documents to electronic file.

• Maintain files or route to the appropriate department for filing.

• Distribute billing and inventory information to fuel sites and customers.

Lube Buybacks

• Compile buyback tags and assign correct vendor codes.

• Monitor vendor portals and distribute order information to the appropriate plant for entry into database and to schedule delivery.

• Prepare invoices when orders are called directly into the company; enter data into the appropriate vendor portals by selecting the correct customer, inputting the date of the order and potential delivery date, invoice, and purchase order information; and verify quantities and codes.

• Print credit memorandums and calculate pricing.

• Enter data to database, verifying the accuracy of information, matching credit memorandum to invoice amounts.

• Distribute reports to appropriate plant for their records.

Daily Plant Fuel Receipts

• Enter the daily plant receipts into database as soon as received.

• Verify accuracy of the information including product codes, bill of lading, date, time, point of origin, vendor, driver, truck manifest reference number, type of fuel, gallons, and price.

• Print journal and verify that all information is correct.

• Post the journal and distribute to appropriate departments.

Oil Price Information Service (OPIS) Pricing:

• Twice daily, receive OPIS pricing information.

• Verify pricing imported correctly into software system.

• Distribute reports as directed

Work Experience, Skills and Education

General accounting skills preferred, with at least 1 year in billing.

Must have at least 2 years of customer service experience in an accounting setting.

Must be proficient in Microsoft Excel and Access.

Must have good mathematic and analytical skills

Excellent attention to detail, problem solving, negotiation and organizational skills required.

Job Type: Full-time