Billing Specialist

Location: Marathon City, WI
Job Status:

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General Summary:

This is a dispatch office position focusing on Freight Billing /Accounts Receivable, Fuel Reporting and a backup to the Payroll Coordinator for Marathon Cheese Transport.

Essential Job Functions:

Freight Bill Processing:

  • Process drivers’ trip reports. Includes Sorting drivers paperwork: trip reports, DVIR’s, fuel slips, Bills of Lading.
  • Verify drivers’ pay info, expenses and layovers. Correct before approving.
  • Calculate proper customer freight rates for each Bill of Lading. Requires knowledge and recall of individual customer nuances. Adding accessorial charges when needed: Fuel, Lumper, Stop, TONU Charges.
  • Print invoices, make appropriate bill of lading copies, attach to corresponding invoices and prepare for mailing.
  • Scan required invoices and backup paperwork to appropriate customers and brokers per their specifications.
  • Make sure necessary maintenance invoices reach mechanics.

Accounts Receivable Payments:

  • Work closely with our Accounts Receivable Department for payment of freight bills and over-dues.
  • Review aged account receivables daily: contact delinquent accounts to request payment.
  • Stay up to date on current customer contacts for payment issues: Use of customer software/freight payment portal. Making sure yearly contracts align with the software values. Report any discrepancies to management.
  • Knowledge of service charge codes and their connection with EDI standards.

Fuel and mileage reporting:

  • Keep adequate mileage records and retain all fuel receipts and invoices to substantiate Marathon Cheese Transports fuel use and reporting.
  • Work closely with Accounts Payable Department so all fuel receipts correlate with customer invoice.
  • Balance fuel monthly and quarterly for Fleet-worthy/IFTA to ensure proper compliance.
  • Work closely with the Information Technology Department so that all transferring of fuel generates to the master SAP report for monthly totals per tractor and per state.
  • Compute mileage and fuel totals and transfer to Excel spreadsheet for management to apply fuel bonus’s.

Back-up to Payroll Coordinator:

  • Approve and process drivers pay: hourly, miles and drops.
  • Enter driver layovers and reimbursable expenses.
  • Verify, approve and finalize punch detail in time and attendance for Mechanics and Truck Washers and send to the Corporate Payroll Manager.
  • Run payroll for Transportation and Mechanic employees, create and send ADP report to the Corporate Payroll Manager.
  • Create and send ADP report to HR to finalize payroll for that pay period.


  • High School Diploma or equivalent required
  • Associates Degree in Business Management or like program preferred
  • Ability to be the super-user for TMW System Administration, Tariffs, Invoicing, Settlements, Fuel Import, File Maintenance. Along with TMW suite A/R Interface and SAP.
  • Proficient in Microsoft Word, Excel and Outlook.
  • Use and knowledge of:
    • SAP system requirements per customer invoicing
    • Blue-Jay’s Portal: For transportation management and execution for load status pertaining to our customers
    • Transplace: Coveris customer confirmations for rate charges
    • One Network: Customer auto-pay invoicing
    • Phoenix SQL for onsite fuel transferring to FTP/File Transfer Protocol to the TMW software program
    • TMW Suite Management Reporting
    • Peoplnet Fleet Manager to gather mileage to determine detours and appropriate mileage for MPG
  • Strong analytical skills.
  • Outstanding attention to detail and strong organizational skills
  • Ability to handle time sensitive initiatives
  • Ability to multi-task in a fast-paced environment
  • Team player who works well with others
  • Requires good verbal and written communications with Marathon Cheese customers