Accounting - Billing Specialist - Fuel

The Fuel Specialist is responsible for managing daily, monthly, and quarterly fuel processing activities related to pricing, purchases, invoicing, and reporting. This role ensures accurate billing, transaction verification, and reconciliation of fuel-related data while collaborating with vendors, customers, and internal teams to resolve discrepancies and maintain precise financial records. Each level builds upon the previous, incorporating greater responsibility, analytical depth, and oversight in process improvement and reporting.

Responsibilities by Competency

Business Results Orientation

- Process fuel invoices accurately and on time in PDI Enterprise

- Process special fuel invoicing transactions outside the core system as required

- Reconcile supplier invoices to ensure correct billing

- Conduct quarterly freight rate audits

- Complete daily import processes and troubleshoot resulting errors

- Identify and correct freight discrepancies

- Complete month-end procedures accurately and on time

- Perform weekly billing reviews to ensure timely invoicing of aging transactions

- Reconcile General Ledger accounts and resolve outstanding issues

- Analyze data related to billing, fuel margins, and freight to identify discrepancies

- Prepare assigned government tax returns and reports

- Process weekly cost exports for retail fuel cost updates

- Manage assigned fuel inventory reconciliations

- Coordinate commercial pricing and billing processes

- Oversee commercial fuel billing processes and develop new customer management procedures

- Support Accounting Balanced Scorecard goals

- Assist with special projects and other duties as required

Customer Service Orientation

- Maintain accurate customer information in applicable systems

- Respond promptly and professionally to customer inquiries and disputes

- Investigate and resolve billing discrepancies in a timely manner

- Serve as a backup for daily customer rack pricing notifications

- Communicate fuel activity, discrepancies, and reports clearly and professionally

Developing Talent

- Complete safety and compliance training as required

- Participate in cross-training opportunities

- Attend professional development sessions as directed

- Provide expertise, mentorship, and training to other team members

Technical Expertise

- Develop and maintain knowledge of PDI Enterprise, Petronet, and related systems

- Ensure all charges are correctly reflected on customer invoices

- Process and reconcile bills of lading daily

- Troubleshoot system errors in fuel modules

- Maintain knowledge of purchasing and office administration procedures

- Lead automation and integration improvements for fuel system processes

- Ensure compliance with all safety policies and report incidents promptly

Communication

- Ensure timely and accurate communication of fuel invoices and reports to customers

- Professionally communicate with internal and external stakeholders

- Notify Transportation or other departments of missing documentation promptly

- Follow up on supplier invoice discrepancies and fuel-related issues

Supervisory Responsibilities

This position has no direct reports but may provide training, mentorship, and guidance to other team members.

Qualifications

Education:

- High school diploma or equivalent required

- Associate degree in Accounting or related field preferred

Experience:

- Minimum of one year in accounting, finance, or a related field

Skills and Abilities:

- Strong analytical, problem-solving, and critical thinking skills

- Exceptional attention to detail and accuracy

- Ability to use judgment in analyzing transactions and determining actions

- Proficiency with accounting systems, Microsoft Office, and fuel module software

Technology, Tools, and Equipment:

- PDI Fuel Module and Fuel Tax Software

- Microsoft Office Suite

- Accounting systems

- Standard office equipment including telephone, copier, printer, and fax

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

See:

Must be able to read computer screen and reports.

X

Lifting

Stand/Walk:

Occasional visits to other locations in the building.

X

Up to 10 pounds:

X

Sit:

Must be able to perform work at desk, computer, etc.

X

Up to 25 pounds

X

Touch/Grasp/Feel:

Must be able to input electronic data, manipulate paper, use phone system

X

Up to 50 pounds

X

Climb or balance:

X

Up to 100 pounds

X

Stoop, kneel or crawl:

X

Over 100 pounds

X

Talk or hear:

Must be able to communicate in person and on telephone system

X

Working conditions:

Office atmosphere

X

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.

INDFS

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