What are the responsibilities and job description for the Accounting - Billing Specialist - Fuel position at Wallis Companies?
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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