What are the responsibilities and job description for the Pre-Invoice Specialist III / Accounting Specialist position at Mansfield Oil?
The Pre-Invoice Specialist III is responsible for the timely collection and tracking of pending orders; validation, processing, and reconciliation of vendor transactions daily; managing statement of accounts and maintaining productive billing relationships for our less than truckload vendor partners to our customer locations nationwide. The Sr Pre Invoice Analyst is also responsible for supporting the Pre Invoice Manager, training/coaching of the Pre Invoice staff, and special projects assigned by management
Responsibilities
Open Order Fulfillment
• Request, collect, and manage open vendor orders
• Identify incorrect schedules and make adjustments as needed
Process Vendor Invoices
• Receive manual and automated invoices and process for payment
• Manage pending file status to established metric/goals
• Identify, research, and resolve pricing, tax, and set –up related issues on invoices
• Determine internal vs external invoice issues and engage appropriate stakeholders for resolution
• Identify necessary credit/rebills and request from vendors
Statement of Accounts
• Collect and track statements from assigned vendors monthly
• Resolve untimely outstanding accounts payable items
Root Cause Analysis and Process Improvement
• Identify and analyze trends across multiple vendors and transactions and resolve pursuant to department goals
• Establish processes with vendors to correct transaction file errors
• Proactively analyze failing files for root cause and enact solutions
• Identify and execute opportunities to transition vendors to ERS or manual fulfillment
Other Duties as Assigned
• Maintain a positive billing relationships with assigned vendors
• Train new or advancing vendors on Mansfield processes and billing methods
• Support LTL Management in the definition, documentation, and adoption of standardized priorities and best practices
• Train and coach both new and existing Pre Invoice staff to ensure established and defined priorities and best practices are followed
• Assist with special projects as defined by the Manager, Pre Invoice
• Support the Pre Invoice Manager in directing departmental activities
• Assist with other LTL billing responsibilities as needed
Position Requirements
Formal Education & Certification
• High school diploma required
• Associates degree or higher preferred
Knowledge & Experience
• Must have at least four years’ professional work experience, preferably in billing or accounts receivable/accounts payable
• Must have at least two years’ experience in LTL Pre Invoice
• Petroleum Industry knowledge required
• Must be able to use Microsoft Office suite with confidence (Word, Outlook, Excel, PowerPoint)
• Advanced proficiency with Microsoft Excel required (vlookups, pivot tables, etc.)
Qualifications & Characteristics
• Strong communication skills
• Strong problem solving skills
• Ability to multi-task
• Ability to work in a team environment and promote the team concept
• Ability to lead, and act as a role model for the department
Work Environment
• 40 hour work week
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
