Lubes - Support Service Representative - AR Billing

SUMMARY

The Support Service Representative is responsible for providing accounting support for both the Lubricant and Great River Wash divisions. The specific responsibilities include, but are not limited to, billing each plant’s deliveries, submitting vendor buybacks through ACE, resolving customer issues, and AR collections.

RESPONSIBILITIES BY COMPENTENCY: (denotes an essential function of the position)*

Business Results Orientation

RESPONSIBILITIES BY COMPETENCY: (denotes an essential function of the position)*

Business Results Orientation

- Invoice customers timely and accurately for all product

- Submit all buybacks to vendors for reimbursement accurately and timely

- Monitor accounts receivable aging and follows up on delinquent accounts

Ensure timely collection of accounts, customer set ups and review of credit holds

- Process inventory and pricing changes in the software system for all locations including specific pricing communicated by Financial Analyst

- Reconcile month end accounts to general ledger as assigned by supervisor on monthly basis

- Ensure effective tracking system is utilized for supplementals and rebates

Support and work towards Balanced Scorecard Goals

Provide support to other support staff and management as needed

- Maintain regular attendance and follow designated safety practices

Perform other duties not listed as required

Communication

- Communicate in a professional, effective and appropriate manner with internal and external customers

- Ensure professional image in all internal and external correspondence.

- Provide information to management on pricing discrepancies and inventory issues.

- Present a friendly and positive attitude to both internal and external customers.

- Provide timely response to requests from internal and external customers, vendors, and management

Communicate status of any accounts past due to Accounting Manager

Ask probing questions to effectively and accurately respond to all requests

Utlize a variety of communication methods as situations require

Customer Service Orientation

- Assist internal customers with questions and issues relative to designated area of focus

- Handle customer and vendor contacts in a professional and efficient manner.

- Respond promptly to all customer, vendor, and internal inquiries

Follow through to ensure customers, vendors, and internal customers needs have been met

Assist support service and customer service teams as needed.

- Ensure professional image in all internal and external correspondence.

Developing Talent

Promote team development, enthusiasm and pride

- Share experience, skills and expertise with co-workers and other divisions

Cross train on other duties as needed

Cross train others on assigned duties

- Challenge oneself to further develop skills related to the position

- Complete training as required to meet regulatory compliance and company guidelines

Technical Expertise

- Maintain up to date knowledge of accounting principles required to perform job functions accurately and in compliance with established guidelines

- Maintain efficient filing and information retrieval system

- Maintain up to date knowledge of technology and systems used to complete job functions

- Complete investigations as needed to resolve issues within area of responsibility

Maintain knowledge of purchasing and office administration procedures

Maintain up to date procedure/operating manual

- Adhere to all Wallis Companies safety policies and report all safety incidents to supervisor immediately.

SUPERVISION

This position has no direct reports.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (denotes an essential qualification of the position)*

Education: *Required: Equivalent to High School diploma

Preferred: Associate’s Degree

Experience: SSR I: Minimum of 3 years experience in accounting field.

SSR II: Over 5 years experience in the specific support position and completion of specific ACE training (in relation to submittals, service requests, order retrieval, etc).

Language Skills: *Ability to read, write, speak, and understand English in a manner that is sufficient for effective communication with groups of managers, clients, customers and the general public.

Skills and Abilities: (May be representative but not all-inclusive of those commonly associated with the position)

*Exceptional attention to detail and desire for accuracy

- Strong written and verbal communication skills

- Ability to multi-task and work in a fast paced environment

- Ability to manage time and multiple priorities

- Desire to get it right the first time

- Ability to work with and interact with a wide variety of people

- Ability to perform routine duties involving various procedures and application to clearly prescribed standard practices. Each support position requires the ability to make minor decisions and use judgement as to performance method.

Technology, Tools,

And Equipment:*Required: Computer, Microsoft Office Suite, telephone, Copy/print/fax machine

Certificates, Licenses

and/or Registrations: None Required

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.

INDSSR