Administrative Assistant

Terminal Accounting Assistant

Responsible for the accounting duties to support the day-to-day operations of the Terminal. Assist customers over the phone and in person.

Essential Duties and Responsibilities:

1. Assist customers by taking orders via telephone, radio, or in person and communicating their needs to appropriate personnel when necessary.
2. Assist customers with mail, freight, phone, faxes, coffee, invoicing, payment and vehicle requests.
3. Check to be sure customers' accounts are in good standing before goods and/or services are provided.
4. Obtain customer's purchase orders as needed before goods and/or services are provided.
5. Obtain pertinent information and prepare customer service orders for billing.
6. Record and disseminate credit card payment information.
7. Assist site managers with correspondence, spreadsheets, databases, etc. as needed.
8. Responsible for the daily balancing of cash drawer and plant sales
9. Process daily bank deposit slips.
10. Responsible for the daily input and balancing of truck sales.
11. Process customer orders and/or payments over the phone or in person
12. Research customer accounts for discrepancies as needed
13. Work Saturday's in rotation with other office staff
14. Trouble shoot discrepancies in daily work
15. Daily filing of invoices and delivery tickets
16. Assist Drivers with customer questions.
17. Use radio or phone to give customer fuel orders to Drivers
18. Participate in inventory control and quarterly counts.
19. Ensure that customers receive outstanding service by providing a friendly environment.
20. Participate in all required training
21. Able to follow instructions, prioritize and organize.
22. Participate in emergency oil spill response situations.
23. Other Duties as assigned.

Leadership Competency Requirements for Individual Contributor Level:

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

Drive for Results - Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Problem Solving - Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

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

Education and/or Experience:

Education:

High School Diploma or Equivalent

Experience:

• Working knowledge of Microsoft Applications (i.e. Excel, Word).
• Ability to communicate with vendors and customers in a diplomatic and professional manner.
• Working knowledge of basic collection policy and techniques.
• Ability to perform multiple projects and effectively prioritize workload.
• Must be able to maintain confidentiality as warranted.
• Demonstrate effective team-player skills.
• Knowledge and proficiency in basic accounting function/principles.
• Ability to operate basic office equipment such as computers, 10-key, printer etc.

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 with other employees and 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.

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 must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to 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 move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.

Work Environment

The work environment is in a busy office/retail setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions.

Note: This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.