Billing Specialist

Description Competitive Benefits. Meaningful Extras. Unmatched Value.

• A place where you can take your career in the direction you want to grow and go!
• Medical with a great wellness program that includes up to $2200 per year in HSA contributions, Dental, Vision, Company paid life insurance, LTD, STD;
• 401k with generous company match of 5%;
• Paid time off, Paid Parental Leave, Tuition Reimbursement, plus so much more
• Great working environment!

The Billing Specialist is responsible for preparation of bills and invoices, the calculation of sales tickets and charge slips, and verification of billing with accounts receivable ledger. Processes changes in information system to support accurate and efficient billing process and financial close.

• Generates and sends out inventory information to each branch for weekly ordering. Process orders received from other branches.
• Generates and sends out invoices at least once per week for each branch and twice weekly for the Minot branch.
• Compare readings from bulk oil tank monitor reports to fill reports provided by the warehouse to ensure accuracy. Communicate any issues or discrepancies to Business Office Manager, Lubes.
• Inputs buy‑back data into ordering system from invoices generated weekly. Perform a reconciliation for buy‑back accounts monthly.
• Manually enter the driver’s drop off information from the bill of ladings (BOL) into the driver payroll slips.
• Assist customers, taking orders over the phone, via email or walk‑in. Provide customer account updates or information to the Credit Department to maintain customer account information. Input weekly customer rebates (SPA’s) into ordering system.
• Maintains records or tracking and organizing the Business Development Funds (BDF).
• Processes billing for monthly oil samples sent by customers.
• Orders and prints tank and drum product labels.
• Retrieve orders or invoices from ordering system on an hourly basis. Process customer orders based on information received from ordering system to Drivers to meet customer needs and communicates with management and the Safety Department to ensure Driver safety.
• Create an order into ordering system according to customer request, then create a PO in accounting system. After the order is complete, receive the PO into inventory and provide paperwork to Accounts Payable.
• Participating in general staff meetings, other internal meetings, and serving on committees as may be applicable to department functions, organizational development or as directed by the Marketing Manager.
• Maintains confidentiality of Company, employee, client and customer information, sharing information on a need to know or right to know basis.
• Reviews and assesses department processes and procedures. Analyze job functions for optimum efficiency and develop new work processes as necessary.
• Communicates internal issues and recommendations to Lubricants Business Office Manager
• Employee must demonstrate safe work and risk management practices. Attend monthly safety and security meetings and sign the attendance sheet. Report all safety and security issues. Report and process all employee and/or customer incidents or unsafe acts in accordance with our policy and procedure.
• Employee is expected to set priorities and meet deadlines. Employee is responsible for planning and carrying out assignments, resolving conflicts that arise, informing and coordinating with others as expected. Employee is accountable for ensuring the technical accuracy of their work and maintaining good working relations, both internal and external. Self‑direction and motivation are also expected.
• Must meet performance expectations. Must complete all duties as assigned.

• High School diploma or GED.
• Minimum of 1-2 years of accounts receivable/payable or bookkeeping experience
• Must possess strong analytical skills and accurate data entry skills
• Ability to process large amounts of work under tight deadlines
• Excellent customer service skills
• Strong communication (oral & written), presentation & listening skills
• Knowledge of General Acceptable Accounting Procedures (GAAP), including basic bookkeeping…