Record Services Clerk

MFA Oil Company; Columbia Township (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

MFA Oil Company is seeking a Records Services Clerk to set up new customer and vendor accounts, verify tax IDs, maintain tax exemptions, and process weekly check requests. The role also serves as primary backup for the receptionist and supports document imaging projects.

Responsibilities include updating account records, collecting W-9s and exemption forms, linking accounts in the online portal, and ensuring accuracy across CertCapture and Energy Force databases, with a strong focus on detail

Qualifications

• High school diploma or equivalent.
• Familiarity with Microsoft Office products.
• Knowledge of basic accounting 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 speak, read, write, and understand English.
• Ability to meet pre-employment background check and drug test requirements.
• Legal authorization to work in the United States.

Responsibilities

• Set up and review new customer accounts for accuracy.
• Verify customer and vendor tax ID numbers per IRS.
• Set up new vendor accounts and verify the tax ID and legal business name.
• Update customer and vendor account information with address, phone, email, or payment changes.
• Link accounts together through the online portal per customer request.
• Collect, record, and store W-9s for all vendor accounts.
• Collect and record all customer tax exemption forms and tag exemptions in CertCapture and Energy Force databases.
• Coordinate with field locations and customers to ensure current tax exemptions are on file.
• Process weekly check requests for customer balance refunds.
• Assist with document imaging by scanning, indexing and storing files in OnBase.
• Monitor online credit error reports to identify needed updates.
• Serve as primary backup for the receptionist; handle switchboard duties and visitor greeting.
• Support the team by assisting others to meet deadlines.
• Perform other duties as assigned.

Skills

Customer service

Verbal communication

Teamwork

Attention to detail

Problem solving

Time management

Independence

Microsoft Office

English language

Education

High school diploma

Tools

Microsoft Office

OnBase

CertCapture

Energy Force

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.