Administrative Specialist

Administrative Specialist

Under the general direction of the Heating Oil Administration Manager and aligned with the mission of Petro Star Inc. (PSI), the Administrative Specialist is responsible for delivering superior service to both internal and external customers. This role involves engaging with customers via phone, radio, and in person, assisting with collections and maintaining strong customer service and sales relationships. The Specialist will also ensure consistent adherence to credit limits and manage delinquency control. This role supports both the Heating Oil Operations and Accounting Credit departments and must be adaptable to meet the business's needs.

Essential Duties and Responsibilities - Shall be trained in all the duties below and utilized as needed (and other duties as assigned).

General Duties:

• Prepare the office for opening (doors, safes, cameras, tills, and phones).
• Maintain organization, accuracy, and attention to detail; ability to multitask effectively.
• Handle a high volume of incoming calls and customer inquiries (up to 100 per day during peak season).
• Address customer questions and concerns with appropriate responses.
• Provide information on products and services.
• Process orders (delivery requests, furnace repairs, new cash accounts), calculate charges and manage payments.
• Update customer accounts and record necessary details.
• Track and record details of customer inquiries and relay information to the relevant manager.
• Accurately post payments received by mail and reconcile cash batches.
• File documentation related to furnace repairs, call-in deliveries, and daily business operations.
• Prepare the office for closing (doors, safes, cameras, tills, and phones).
• Balance Fuel Delivery Trucks:
  • Verify truck loads against driver and equipment reports; post in DM2.
  • Verify deliveries and rebrands; post in DM2.
  • Calculate fuel overages or shortages for the day.
• Import Delivery Sales:
  • Import data from SD Cards to DM2-readable files.
  • Match delivery tickets to import files; enter sales orders.
  • Generate and reconcile truck sales batches in DM2 with Midcom Meter printouts.
• Audit Deliveries:
  • Confirm delivery tickets match truck sales batches.
  • Audit call-ins for accuracy (account number, sales order, etc.).
  • Print truck batches after a secondary review.
  • Manage and audit customer account details:
    • Create and update cash and charge accounts (approved by the Credit Department).
    • Update delivery and degree day spans, assign price codes, and correct mailing addresses.
• Prepare Reports:
  • Enter daily totals for balancing.
  • Balance daily cash batches.
  • Prepare weekly and monthly reports on customer accounts and truck reconciliations.
  • Handle credit and rebills and manage outstanding delivery records.

Dispatching:

• Dispatch fuel orders to drivers and make necessary delivery-related calls.
• Monitor, dispatch, and manage burner service requests.
• Print and review delivery tickets and reports.
• Use the degree day system for tank usage estimates and enter data in DM2.
• Authorize and settle prepaid call-in orders and balance reports.
• Monitor driver supplies and coordinate spill clean-ups.
• Clear voice mail and answering service messages.
• Prepare drivers' operational bags and documentation for Loomis transfer to accounting.
• Document account changes, delivery issues, and customer messages.

Collections:

• Collect accounts overdue by 30 or more days and send delinquent notices when needed.
• Process debits/credits for NSF checks and collaborate with collection agencies.
• Forward non-verified check information to station assistant managers.
• Place accounts on hold and coordinate with dispatchers.
• Consult with Credit Manager on credit revocations and account management.
• Research customer payment inquiries and consult on collection agency assignments.
• Maintain confidentiality and understand company policies.

Leadership Competency Requirements for Individual Contributor-Level

ASRC's Core competencies include Leading Self, Leading People, and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies, please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus

• Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it to improve products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Time Management

• Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.

Composure

• Is cool under pressure and can handle stress. Can be counted on to hold things together during tough times. Is not knocked off balance by the unexpected.

Self-Development

• Is personally committed to and actively works to continuously improve himself/herself. Understands that different situations and levels may call for different skills and approaches.

Learning on the Fly

• Learns quickly when faced with new problems and change. Experiments to find solutions and enjoys the challenge of unfamiliar tasks.

Functional/Technical Skills

• Has the functional/technical knowledge and skills to do the job at a high level of accomplishment.

Education and/or Experience

• A high school diploma or equivalent is required.
• Associate's degree in accounting or equivalent experience preferred.
• Two to three years of progressive work experience in a public or private company entering data in computerized accounting systems.
• Extensive reconciliation comprehension.
• Must have a proven record of outstanding attendance and punctuality.
• Two years of dispatch experience with a strong, clear voice.
• Strong knowledge of Microsoft Suite (including Excel, Word, and Outlook) and experience working with a computerized billing and inventory system.
• Must be able to demonstrate effective interpersonal and communication skills.
• Must be organized and be able to maintain composure under stressful situations.
• Ability to maintain good working relationships, maintain confidentiality, and work under minimum supervision.
• Effective verbal and written communication skills are required
• Must be able to read maps and give directions quickly and must be very familiar with the Fairbanks North Star Borough, being able to identify proximity quickly.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees or customers.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described herein are representative of those that an employee must meet to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is regularly required to talk or listen. The employee is frequently required to sit, reach with hands and arms, and use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb, or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or