Agronomy Billing Administrator/Customer Service Specialist

Job Title: Agronomy Billing Administrator/Customer Service Specialist

Department: General & Accounting

Reports To: Location manager and/or department manager 

FLSA Status: Exempt 

Prepared Date: March 2017

SUMMARY OF POSITION:

An Agronomy Billing Administrator / Customer Service Specialist is a billing, and customer-service role within an agriculture/agronomy operation. The person helps keep customer accounts accurate, handles invoices and payments, and serves as a point of contact for growers/customers while coordinating with agronomists, salespeople, applicators, and accounting. Skills needed are: Strong customer service, organization and attention to detail, data entry, Microsoft Office/Excel, basic accounting and invoicing, communication, problem-solving, ability to multitask, accuracy with numbers and ability to learn agricultural/agronomy terminology and software.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Includes the following and other duties may be assigned.)

 Customer service Answer customer questions by phone, email, and in person. 

• Help customers with account questions, invoices, statements, and charges. 
• Resolve billing discrepancies and customer concerns. 
• Maintain professional relationships with growers and agricultural customers. 

 Agronomy billing 

• Enter and process charges for fertilizer, chemicals, seed, application services, soil testing, and other agronomy services. 
• Prepare and send customer invoices. 
• Review application/service records to make sure billing is accurate. 
• Match tickets, work orders, delivery records, and application records to customer accounts. 
• Make billing corrections when needed. 

 Accounts receivable 

• Post payments and credits to customer accounts. 
• Monitor outstanding balances. 
• Send statements and follow up on past-due accounts. 
• Work with accounting on collections and account discrepancies. 

 Data entry & recordkeeping 

• Enter customer, product, acreage, application, and billing information into the company's software. 
• Maintain accurate customer records. 
• File invoices, tickets, contracts, and other documentation. 
• Run reports and check data for errors. 

 Working with the agronomy team 

• Communicate with agronomists, sales representatives, custom applicators, dispatchers, and managers. 
• Make sure completed work gets properly documented and billed. 
• Help coordinate customer requests and scheduling when needed.

SUPERVISORY RESPONSIBILITIES:

This job position has no supervisory responsibilities. 

QUALIFICATIONS: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications, demands and environments described below are representative of those an employee encounters while performing the essential functions of this job. Customer oriented and customer service oriented is a must. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: 

High school diploma or general education degree (GED); or one to three months related accounting experience and/or training; or equivalent combination of education and experience. This position requires excellent computer operation skills. Willing to seek out and attend additional continuing education, seminars, classes or other job related education requirements or opportunities. 

LANGUAGE SKILLS: 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. 

MATHEMATICAL SKILLS: 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. 

REASONING ABILITY: 

The ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Able to deal with problems with several concrete variables in standard situations. Must be able to think quickly and perform a mental assessment of workplace hazards, take appropriate precautions, and choose appropriate PPE as dictated by need, regulation, and labeling. 

PHYSICAL DEMANDS: 

While performing the duties of this Job, the employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear; taste or smell; stand; walk; sit and climb or balance. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and /or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Employees must understand and implement all related safety policies, procedures and programs for prevention and protection while performing job duties in various work environments. 

WORK ENVIRONMENT: 

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat; risk of electrical shock; and vibration. The noise level in the work environment is usually moderate. Employees must understand and implement all related safety policies, procedures and programs for prevention and protection while performing job duties in various work environments. 

DISCLAIMER: 

This job description indicates the general nature and level of work expected. It is not designed to cover every activity, duty or responsibility required of the employee.