Fuel Transportation Administrative Assistant

Ankeny, IA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $18.50 - $24.25

Work Schedule

Standard Hours

Day Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Life insurance

Employee Stock Purchase Program

Parental leave

401k

Vacation Time

Sick Time

Paid holidays

Volunteer time

onsite Child Development Center

onsite cafeteria

Job Description

Casey's Transportation is part of Casey's, a well-established company recognized for its commitment to providing outstanding service and fostering a supportive work environment. As a leader in the convenience store and fuel transportation sectors, Casey's offers a dynamic and transformative culture that values service first and emphasizes care for guests, communities, and employees alike. With opportunities to engage with cutting-edge technologies and collaborate enterprise-wide, Casey's is dedicated to driving world-class service and innovation. The company also supports families through comprehensive benefits such as multiple medical plan options, dental and vision coverage, life insurance, an employee stock purchase program, charitable giving initiatives, parental leave, and even an onsite Child Development Center. With competitive pay, a 401k match up to 6%, vacation and sick time, paid holidays, volunteer time, an onsite cafeteria, and a casual dress code, Casey's maintains a warm small-company feel while operating on a large scale with involved, accessible senior leadership.

The Fuel Transportation Administrative Assistant role within Casey's Transportation team is critical for supporting the fuel operations by handling a variety of administrative duties. This full-time position operates Monday through Friday from 7:00 a.m. to 3:30 p.m., with some overtime as needed. Starting pay ranges from $18.50 to $24.25 per hour, with actual compensation dependent on the candidate's skills, experience, education, and qualifications. This role involves preparing and monitoring terminal clearances for all fuel equipment and drivers to ensure that all mandatory documentation is accurate and current. The assistant keeps the fuel equipment spreadsheet updated for accuracy by workgroups and maintains all essential driver information. Acting as a liaison between fuel drivers, driver supervisors, and payroll, the position ensures personnel files are complete and payroll processes are accurate and timely. The assistant reviews daily driver payroll items including special pay and trainer pay, making corrections as necessary. Data entry responsibilities include updating freight rates and accessorial charges for third-party common carriers using the Gas Freight System. Additional duties include completing departmental reports and assisting in operational areas that impact driver pay, schedules, loading, and unloading tasks. This role requires excellent time management, organizational, and communication skills to manage multiple responsibilities efficiently and contribute to the overall success of the transportation team. By joining Casey's Transportation team, candidates become part of a growing, transforming company known for its dedication to excellence and community engagement.

Job Requirements

High school diploma or equivalent
Experience complying with federal, state, and local regulations
May require basic knowledge of accounting theory
Excellent interpersonal, verbal and written communication skills and active listening skills
Strong time management and organizational skills with the ability to manage multiple tasks and meet established deadlines
Able to identify problems, analyze and evaluate information to determine solutions in a timely manner
Excellent guest service with the ability to interact with others in a team environment
Proficient in Microsoft Office programs including Word, Excel, Outlook, etc.

Job Qualifications

High school diploma or equivalent
Experience complying with federal, state, and local regulations
May require basic knowledge of accounting theory
Excellent interpersonal, verbal and written communication skills and active listening skills
Strong time management and organizational skills with the ability to manage multiple tasks and meet established deadlines
Able to identify problems, analyze and evaluate information to determine solutions in a timely manner
Excellent guest service with the ability to interact with others in a team environment
Proficient in Microsoft Office programs including Word, Excel, Outlook, etc.

Job Duties

Prepare and monitor terminal clearances for all fuel equipment and drivers and ensure all required documents have been filed and up to date
Update the fuel equipment spreadsheet to ensure it is accurate and current by working group
Maintain all necessary driver information and acts as liaison with the Payroll Department to ensure personnel files are complete and payroll is processed timely and accurately
Work directly with Fuel Drivers and Driver Supervisors to review daily driver payroll items such as special pay, training/trainer pay, etc. for accuracy and make corrections as needed
Responsible for entering up to date freight rates and accessorial charges for all third-party common carriers, keeping carrier data current in the Gas Freight System
Complete departmental reporting as needed
Assist with tasks that have a direct impact on driver pay, schedules, loading/unloading, or any other operational requirements