Fuel Farm Administrative/ Accounting Assistant

AVFUEL/AVFLIGHT • City of Rochester, NY

48d • $17 - $20

About The Position

The Fuel Farm Administrative/ Accounting Assistant supports daily airport operations by maintaining accurate fuel inventory records, monitoring fuel levels, managing operational supplies, and providing billing and accounting support. The role prepares and processes weekly and monthly customer invoices; maintains daily spreadsheets and records for airlines and FBOs; processes ACH, credit card, and check payments; reconciles transactions; and maintains accurate customer accounts using customer management and financial software. It also provides accounts receivable and accounts payable support, responds to billing inquiries, and follows up on payments. The position maintains organized administrative records, follows airport safety procedures and operational requirements, assists with special projects, and performs other duties as assigned.

Requirements

• Must be at least 18 years of age.
• High school diploma or GED, one to three months of related experience and/or training, or an equivalent combination of education and experience.
• Ability to proficiently read, write, and speak English.
• Ability to perform basic math calculations.
• Current driver's license with no violations over the past five years.
• Ability and flexibility to work variable shifts, including overtime, weekends, and holidays.
• Ability to obtain and maintain all required airport and customs badges or seals.
• Knowledge of fuel inventory management, billing, and administrative procedures.
• Experience maintaining accurate records, processing payments, and preparing invoices.
• Skill in inventory tracking.
• Strong customer service and communication skills.
• Proficiency in data entry, recordkeeping, and computer-based financial systems.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong attention to detail, organization, and problem-solving skills.

Responsibilities

• Maintain accurate fuel inventory records and monitor fuel levels to support daily airport operations.
• Prepare and process weekly and monthly customer invoices.
• Maintain daily spreadsheets and records for airlines and FBOs.
• Process ACH, credit card, and check payments; reconcile transactions and maintain accurate account records.
• Manage inventory, order supplies, and coordinate stock for operations.
• Provide accounts receivable and accounts payable support, including responding to billing inquiries and following up on payments.
• Maintain accurate customer accounts using customer management and financial software.
• Maintain organized administrative records and follow airport safety procedures and operational requirements.
• Assist with special projects and perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED