Administrative Specialist

About

Join Petro Star Inc., Alaska’s only locally owned operating refining and marketing company, a trusted supplier of fuels and petroleum products throughout the state. With refinery operations in North Pole and Valdez, Petro Star plays a vital role in supporting Alaska’s military installations, aviation industry, commercial businesses, and remote communities.

As a subsidiary of Arctic Slope Regional Corporation (ASRC), Petro Star is committed to operational excellence, safety, integrity, and service. Our employees are the foundation of our success, bringing expertise, innovation, and dedication to every aspect of our business.

At Petro Star, we foster a collaborative work environment where employees are empowered to grow professionally, contribute meaningfully, and make a lasting impact on Alaska’s energy future. We are proud to offer rewarding career opportunities for individuals who share our commitment to excellence, teamwork, and continuous improvement.

Overview

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 Responsibilities

General Overview:

• 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.

Qualifications

• 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.

Why Petrostar is Different

Purpose-Driven Work: Every day, Petro Star employees help fuel Alaska's economy and infrastructure. From supporting military readiness and aviation operations to delivering energy solutions to remote communities, your work directly contributes to keeping Alaska moving.

Safety-First Culture: Safety is at the core of everything we do. We are committed to maintaining the highest standards of environmental stewardship, operational integrity, and workplace safety while empowering employees to take ownership of safe and responsible operations.

Career Growth Opportunities:

• Professional development and technical training programs
• Mentorship from experienced industry leaders
• Opportunities for advancement across refinery, operations, engineering, maintenance, commercial, and corporate functions
• Continuous learning and career development support

Industry Leadership & Stability:

• Alaska’s only locally owned and operated petroleum refining and marketing company
• 40+ of experience serving Alaska's energy needs
• Backed by the strength and stability of ASRC, one of Alaska's largest and most successful companies
• Critical supplier to military, aviation, commercial, and rural markets throughout Alaska

Total Rewards

At Petro Star, we believe exceptional people deserve exceptional benefits. Our comprehensive total rewards package reflects our commitment to your success, well-being, and financial security.

Financial Security:

• Competitive salaries with performance-based opportunities
• 401(k) retirement plan with company matching contributions*
• Employee referral bonus opportunities

Health & Wellness:

• Comprehensive medical plan options through the Federal Employee Health Benefits (FEHB) Program*
• Dental and vision insurance options*
• Employee Assistance Program (EAP) for employees and their families
• Supplemental insurance offerings including life insurance, disability coverage, AD&D, accident insurance, critical illness insurance, hospital indemnity, legal services, identity theft protection, and pet insurance*

Professional Development:

• Leadership development programs
• Technical and professional skills training
• Mentorship and career advancement opportunities

* Benefit eligibility varies by position, employment status, and work location. Specific benefits for this role will be discussed during the hiring process.

Petro Star Inc., a division of ASRC, is a drug-free workplace and pre-employment drug testing is part of the hiring process. 

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status, age or any other legal protected status.  EOE:  M|F|D|V EEO Poster. 

Petro Star Inc. is the refining division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act. 

ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law. 

If you require assistance or a reasonable accommodation during the application process, please contact us at [email protected].