Accounting Clerk - Trucking

SUMMARY: The Accounting Clerk is responsible for gathering data, calculating charges and fees, and creating invoices for billing purposes. Performs complex clerical and entry-level accounting tasks in support of the Accounting department, to include posting entries, verifying and reconciling input to financial reporting system output, processing payments, and/or assisting in the preparation of billings and other financial reports. Responds to inquiries and contacts other departments and/or vendors to resolve a variety of problems. Assists in the performance of various clerical duties.

ESSENTIAL DUTIES:

1. Prepares and keeps financial and business transaction data up-to-date, applying accepted procedures, and prepares reports to ensure accurate accounting records.

2. Prepares all necessary account and billing invoices and reconciliations using QuickBooks and VIntermodal Manager for completeness and accuracy, and presents them to customers in accordance with all company policies and procedures.

3. Maintains and updates customer database accounts with relevant purchasing information, special requests, complaints, and reports pertinent information to accounting and bookkeeping operations.

4. Calculates credit terms, shipping charges, discounts, and costs of goods, and communicates this information with customers by phone or email to ensure they are promptly updated on changes to current and/or future orders.

5. Creates itemized statements, bills, invoices, and other necessary documents for the A/P and A/R processes, including preparing lists of outstanding bills payable.

6. Performs general bookkeeping work, including entering data and maintaining records, invoices, and supporting documents of amounts due for items purchased or services rendered.

7. Enters purchase orders (POs), reference numbers, and driver settlement dates into VI Manager.

8. Conducts daily audits and proof accounting or other reports on load information, pickup data, delivery location, load rates, driver pay, and load status for clerical accuracy and conformance to departmental, county, and state procedures.

9. Contacts customers to obtain, verify, and update account information when necessary.

10. Receives A/P and A/R calls from customers and ensures excellent customer service when answering questions, clarifying information, and resolving any discrepancies.

11. Establishes and maintains good communication with other personnel within the company to ensure a smooth and efficient flow of information.

12. Performs any other duties and responsibilities as assigned.

EDUCATION:

Must have a high school diploma or equivalent.

EXPERIENCE:

Must have at least one (1) year of previous accounting/billing experience.

Previous experience with QuickBooks and/or VIntermodal Manager preferred.

Experience with the trucking industry preferred.

LICENSES/CERTIFICATIONS:

Must have a current Texas driver’s license and a clean driving record.

SKILLS:

Must have the following skills and/or abilities:

• Basic understanding of clerical and administrative procedures
• Proficient typing and word processing with a minimum 40 wpm typing speed.
• Knowledge of Microsoft Outlook, Excel, Word, and bookkeeping software.
• Experience with a 10-key adding machine.
• Ability to work well with others in a fast-paced, dynamic environment.
• Exceptional attention to detail and ability to manage multiple tasks simultaneously and meet deadlines while maintaining the highest standards of accuracy and quality.
• Proficient communication (both written and verbal), presentation skills, and ability to explain billing concepts to others in unrelated disciplines.
• Demonstrate initiative on critical matters by clearly understanding the overall objective, doing what needs to be done immediately, and providing or receiving updates, without being asked and in the most thorough way possible.
• Exhibit strong work ethic and teamwork skills by actively contributing to the group to complete tasks, meet goals, actively listen to their coworkers, respect ideas, and aim to improve the process at hand.
• Proficient organization, planning, and time management skills in order to set priorities and meet assigned deadlines.
• Project a courteous, professional, and positive approach with customers, employees, and authorizing agencies while providing prompt, efficient, and accurate assistance.

PHYSICAL REQUIREMENTS:

Must be able to perform the following physical activity on a frequent to constant basis:

• Sit for 4–8 hours within a given day while performing essential duties.
• Constantly uses fingers and hands when dialing/answering the phone and operating a computer or other office types of machinery, such as a calculator, copy machine, and computer printer.
• Occasionally lift or move up to 25 pounds with or without assistance.
• Ability to hear average or normal conversations and receive ordinary information through verbal communication in person or over the telephone.
• Average, ordinary visual acuity necessary to prepare or inspect documents; operate a computer or other office machinery, and detect objects in and around the office.
• Occasionally moves about, pushing/pulling, climbing, stooping, kneeling, standing, and/or ascending/descending stairs to gather or deliver documents; access office machinery (copy machine, computer printer, and the like); attend training sessions; meet with co-workers; and/or perform related duties.

WORKING CONDITIONS:

• The majority of work is performed in an office atmosphere located inside a building with no hazardous or significantly unpleasant conditions.
• May travel locally during the workday.

OTHER REQUIREMENTS:

Must be able to:

• Focus on continual department processes by developing and implementing improvements or recommendations.
• Accept accountability for unsuccessful results and honor commitments.
• Exhibit excellent customer service experience focused business practices.
• Easily adapt to organizational changes and guidelines.
• Maintain a work atmosphere that represents GST well in the workplace and to the general public, current customers, and potential customers.
• Bring up issues, creative solutions, or suggestions to management and report on metrics.

Benefits

• 401(k)
• Dental Insurance
• Health Insurance
• Life Insurance
• Vision Insurance
• Paid time off

Job Details

• Job Type: Full-Time
• Pay: Negotiable
• Schedule: Non-Exempt, M-F 8:00am - 5:00pm (40 hours per week)

Gulf State Trucking is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.