Record Services Clerk

MFA Oil Company; Columbia (AL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Competitive wages

Paid time off

Company holidays

Profit sharing

401(k) with company match

Life insurance

Job summary

MFA Oil Company is seeking a meticulous Records Services Clerk to set up and review new customer and vendor accounts, verify tax IDs, and maintain exemptions. The role supports a busy energy services operation and requires accuracy, organization, and strong communication.

You will handle W-9s, tax exemptions, and weekly refunds while providing backup receptionist support and ensuring data integrity across OnBase and CertCapture systems.

Qualifications

• Requires high school diploma or equivalent.
• Proficient with Microsoft Office.

Responsibilities

• Set up and review new customer and vendor accounts for accuracy and completeness.
• Verify tax ID numbers for new customers and vendors per IRS requirements.
• Update account information with addresses, phone numbers, emails, and payment types.
• Collect and store W-9s and customer tax exemptions; apply exemptions in CertCapture and Energy Force.
• Process weekly check requests for customer balance refunds.
• Assist with document imaging and electronic filing (OnBase).
• Provide receptionist backup: switchboard, greetings, basic clerical tasks.
• Collaborate with field locations and customers to ensure tax exemptions are current.

Skills

Customer service

Teamwork

Problem solving

Attention to detail

Communication (verbal)

Communication (written)

Work independently

English proficiency

Education

High school diploma or equivalent

Tools

JD Edwards

Job description

Overview

The Record Services Clerk sets up new customer and vendor accounts, verifies tax ID numbers for accuracy, maintains current tax exemptions, processes weekly check requests, serves as primary backup for the receptionist and assists with document imaging.

MFA Oil Company is an Equal Opportunity/Drug-Free Employer.

Responsibilities

• Set up and review new customer accounts for accuracy and completeness.
• Verify all new customers’ account tax ID numbers are correct per the IRS. Communicate with customers if there are any discrepancies and update accordingly.
• Set up new vendor accounts and verify the legal business name and tax ID number are correct per the IRS.
• Update customer and vendor account information with any address, phone, email, or payment type changes as needed.
• Link accounts together through the online portal per customer’s request.
• Collect, record, and digitally store W-9s for all vendor accounts.
• Collect and record all customer tax exemption forms. Review forms to ensure they are completed thoroughly and accurately. Identify all applicable customer accounts and tag customer account(s) with tax exemptions in CertCapture and Energy Force databases.
• Work with field locations and customers to make sure current tax exemptions are on file and completed correctly; request updated forms as needed.
• Process weekly check requests for customer balance refunds.
• Assist with document imaging project by scanning, indexing and storing paper files electronically in OnBase.
• Monitor online credit error report to identify needed customer account updates.
• Serve as primary backup for the receptionist by performing switchboard relief, answering and transferring calls, greeting visitors, and completing assigned clerical tasks.
• Support the team by assisting others as required to meet team deadlines.
• All MFA Oil employees are expected to know and adhere to company and position specific policies and procedures. While this job description contains the primary duties of the position, employees may be expected to perform other duties as assigned.

Job Requirements

• High school diploma or equivalent.
• Must have computer knowledge and familiarity with Microsoft Office products.
• Knowledge of basic accounting principles.
• Knowledge of good workflow principles.
• Excellent problem-solving skills.
• Strong customer service skills
• Strong verbal communication skills
• Ability to work both independently and in a team environment.
• Ability to perform detail work with accuracy.
• Ability to speak, read, write, and understand the English language to communicate with customers, coworkers, and supervisors.
• Ability to meet Company requirements, including successful pre-employment background check and drug test.
• Legal authorization to work in the United States

Preferred Skills

• Knowledge of JD Edwards programs
• Ability to meet deadlines with a high degree of time management skills.
• Ability to work at a fast pace.
• Ability to set priorities and goals and develop plans for achieving them.
• Excellent analytical, organizational and creative problem-solving skills.

ABOUT MFA OIL COMPANY

MFA Oil Company, formed in 1929, is a farmer-owned cooperative and a leading propane retailer in the United States. The company supplies fuels, lubricants, and propane to customers in Missouri, Arkansas, Indiana, Iowa, Kansas, Kentucky, Oklahoma, and Tennessee. Through a subsidiary, MFA Oil operates Break Time convenience stores in Missouri; a Big O Tires franchise in Missouri, Arkansas, and Kansas; a solar panel installation company, BluSphere Energy; and APM, a wholesale fuel distributor.

BENEFITS

Our benefits are designed to invest in you! We offer a comprehensive benefits structure for regular full-time positions, including competitive wages, paid time off, paid company holidays, and the opportunity for eligible employees to share in company success through profit sharing and/or performance incentives. Health benefits include medical, dental, vision, an employee assistance program and company-paid life insurance, and short- and long-term disability. Our retirement benefits include a 401(k) plan with a company match offering pre-tax and Roth options.

OUR CULTURE

• Put Customers First
  • Respect Everyone – Demonstrate high regard or show special attention to customers, coworkers, vendors… everyone you come in contact with.
  • Provide Excellent Service – Go the extra mile to ensure our customers are happy and satisfied with our products and services.
  • Deliver on Your Promises – Do what you say you are going to do, when you say you are going to do it. Every time.
• Be Tenacious
  • Give Your Best – Always give your best effort and seek to improve every day.
  • Never Settle – Settling can lead to compromising on effort and quality of work. Find a way forward and don’t settle for “It can’t be done.”
  • Work Passionately – Passion accelerates your abilities, propels you to overcome obstacles and shows customers and co-workers that you care.
• Lead by Example
  • Do the Right Thing – When we let honesty and integrity be our guide, we will always be headed in the right direction.
  • Take Ownership – Each of us must be accountable for ourselves, our colleagues, our customers and our company.
  • Act with Empathy – When we recognize and understand each other’s challenges, we communicate better and grow stronger as a team.

GROWTH & DEVELOPMENT

We believe there’s always room to learn and grow, from entry-level employees to senior leaders. Opportunities exist for internal advancement and professional development including on-the-job training. Educational expense assistance is available for employees seeking to continue their education ambitions aligned with their employment within the company.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.