Billing & Accounting Specialist in Brookings, South Dakota at Harms Oil

Billing & Accounting Specialist

Job Profile:

Reports To: Controller & Billing Manager

Direct Reports: None

Location: Sioux Falls, SD

Position Type: Full-Time, Hourly

Position Summary:

The Billing & Accounting Specialist supports day-to-day billing operations and the pricing, contract, and setup teams. Reporting directly to the Controller, this role validates bills of lading against vendor invoices to generate accurate customer billing and performs general accounting functions, including terminal price entry, customer setup, and bulk fuel inventory reconciliation.

Responsibilities/Duties:

• Fuel Billing (approximately 50%):
• Calculate and generate accurate customer invoices by auditing and matching bills of lading, driver delivery tickets, and dispatch logs.

· Cross-reference terminal paperwork to confirm billed gallon quantities, fuel types, and freight surcharges match completed deliveries.

· Audit vendor and supplier invoices against internal records and research and resolve cost discrepancies.

· Support specialized accounts, including customized pricing formulas, third-party logistics agreements, and contracts.

· Accounting Support & Data Integrity (approximately 50%):

· Reconcile monthly physical and terminal fuel inventory logs against sales invoices and purchase orders; track and analyze variances or product shrinkage.

· Enter and maintain daily index and rack pricing across systems and promptly research pricing anomalies.

· Partner with the setup team to ensure new customer and vendor profiles are established accurately and efficiently in the database.

· Assist the Controller with internal SOP maintenance, provide backup support for accounting team members, and assist with month-end close preparation as needed.

Knowledge/Skills/Abilities:

• Two or more years of experience in billing, accounts receivable, or another data-driven role.

· Experience in wholesale fuel, petroleum distribution, trucking, or bulk logistics is preferred.

· Proficiency in PDI Enterprise is preferred; experience with a comparable industry-specific fuel ERP is also valued.

· Intermediate to advanced Microsoft Excel skills, including data matching, formulas, and analysis.

· High mathematical precision and strong attention to detail when working with high-volume transaction sets.

· Ability to shift effectively between structured billing timelines and ad hoc data entry while maintaining accuracy and meeting deadlines.

Essential Physical Functions:

The physical demands described here 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.

While performing the duties of this job, the employee is occasionally required to sit; stand; walk; climb stairs; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.