fuel clerk | Torchora

title: Key Responsibilities and Required Skills for Fuel Clerk
salary: $28,000 - $45,000
categories: ["Operations", "Logistics", "Maintenance", "Retail"]
description: A comprehensive overview of the key responsibilities, required technical skills and professional background for the role of a Fuel Clerk.
Complete, SEO-optimized responsibilities and skills profile for a Fuel Clerk / Fuel Attendant / Fuel Inventory Clerk.
Ideal for recruiters, hiring managers, and applicant tracking systems — includes detailed primary and secondary duties,
hard and soft skills, education and experience expectations, and career progression pathways for bulk fuel and retail fuel
operations. Keywords: fuel clerk, fueling operations, fuel inventory, fuel reconciliation, fuel quality, fuel safety, HAZMAT.

🎯 Role Definition

A Fuel Clerk (also known as Fuel Attendant or Fuel Inventory Clerk) is responsible for the safe, accurate, and compliant handling of fuel inventory and fueling operations across retail sites, fleet fueling depots, and bulk fuel storage facilities. The role combines hands-on fueling and dispensing tasks with meticulous recordkeeping, inventory reconciliation, customer service, safety compliance, and coordination with vendors and regulatory agencies. This job requires strong attention to detail, experience with point-of-sale and inventory management systems, knowledge of fuel handling and environmental regulations, and excellent communication skills.

📈 Career Progression

Typical Career Path

Entry Point From:

Fuel Attendant / Pump Attendant at retail gas stations
Warehouse Associate or Stock Clerk with experience handling hazardous materials
Fleet Service Technician or Maintenance Assistant supporting fueling operations

Advancement To:

Fuel Supervisor or Site Supervisor (overseeing multiple fueling locations)
Inventory Control Specialist (fuel-focused)
Fuel Operations Coordinator or Logistics Supervisor
Environmental Compliance Specialist (fuel/storage focus)

Lateral Moves:

Fleet Fueling Coordinator
Retail Store Manager with fuel site responsibilities
HAZMAT Technician or Safety Coordinator

Core Responsibilities

Primary Functions

Oversee daily fueling operations including safe operation of dispensers, bulk transfer pumps, and mobile fueling units while ensuring compliance with company procedures and local, state, and federal regulations.
Accurately process customer and fleet transactions using point-of-sale (POS) systems, fuel cards, or manual ticketing systems, verifying authorization, vehicle credentials, and purchase limits.
Perform daily opening and closing procedures for fuel sites: secure tanks, check for leaks, verify dispenser functionality, confirm fuel levels, and set accurate shift logs.
Conduct routine visual inspections of aboveground and underground storage tanks, piping, hoses, nozzles, and meters to detect wear, leaks, or tampering, and immediately escalate any safety concerns.
Receive, inspect, and document bulk fuel deliveries, verifying product type, quantity, delivery tickets, and tank allocations; update inventory records and resolve discrepancies with carriers and vendors.
Reconcile physical fuel inventory against electronic records and fuel gauge readings, investigate variances, and prepare detailed variance reports for operations and finance teams.
Collect, label, and submit fuel quality samples (e.g., for water, sediment, octane, sulfur content) per established sampling protocols and coordinate testing with third-party labs when required.
Maintain accurate, auditable records including delivery tickets, tank dip charts, daily fuel logs, dispenser meter reads, sales reports, and environmental monitoring documentation.
Administer and monitor fuel card programs: activate/deactivate cards, set purchase limits, troubleshoot declines, and investigate suspected card fraud or misuse.
Perform routine calibration and testing of fuel meters and testing equipment; schedule and coordinate certified meter calibrations and service appointments as needed.
Execute routine maintenance and minor repairs on fueling equipment, pumps, dispensers, containment systems, and associated electrical/mechanical components or coordinate vendor repairs.
Respond to and coordinate emergency incidents including fuel spills, leaks, overfills, or equipment failures: implement spill containment procedures, notify appropriate authorities, and document incident reports.
Follow and enforce hazardous materials (HAZMAT) handling procedures, spill response plans, and personal protective equipment (PPE) requirements to protect personnel, property, and the environment.
Manage stock levels for fueling-related supplies (absorbents, PPE, labeling materials, meter seals) and create purchase requests; receive, inspect, and stock supplies in the parts or safety storeroom.
Provide courteous, professional customer service to retail customers, internal fleet drivers, and contractors; answer fuel-related questions, resolve billing or quality complaints, and escalate disputes.
Prepare and submit daily, weekly, and monthly operational reports including gallons sold, inventory reconciliation, variance analysis, and safety compliance checklists to site management and central operations.
Monitor and maintain fueling site security systems, including lockout/tagout procedures for equipment, perimeter checks, CCTV records, and access control for restricted areas.
Implement loss-prevention best practices: monitor dispenser tampering, reconcile cash and card transactions, run exception reports, and coordinate internal investigations with loss-prevention teams.
Ensure environmental compliance with state UST/AST regulations, air quality permits, stormwater controls, and waste disposal requirements; coordinate inspections and audits with regulatory authorities.
Train new hires and cross-train site staff on proper fueling procedures, safety practices, POS operations, inventory processes, and emergency response protocols.
Coordinate scheduled preventative maintenance and vendor services for tanks, pumps, filters, and containment systems; review work orders and verify completion and invoicing accuracy.
Support cross-functional teams (operations, maintenance, finance, procurement) on continuous improvement initiatives to optimize fueling throughput, reduce shrink, and improve fuel quality management.

Secondary Functions

Assist with periodic inventory audits and cycle counts for fuel-related supplies and ancillary retail products.
Maintain and update fuel site SOPs, job aids, and training materials to reflect regulatory changes and operational best practices.
Support vendor performance tracking by logging delivery accuracy, timeliness, and quality issues and escalating chronic vendor non-conformance.
Coordinate with fleet managers to schedule fueling windows, special fueling events, and bulk transfers to minimize operational disruption.
Participate in safety stand-downs, toolbox talks, and internal audit preparations; implement corrective actions from audit findings.
Facilitate communication between drivers, dispatch, and site leadership when scheduling deliveries, receiving shipments, or responding to incidents.

Required Skills & Competencies

Hard Skills (Technical)

Proficient operation of fuel dispensers, bulk pumps, and mobile fueling equipment with demonstrated safe fueling techniques.
Experience with point-of-sale (POS) systems, fuel management software, and fuel card platforms (e.g., WEX, Comdata, Fuelman).
Strong inventory management skills for liquid fuels, including tank gauging, dipstick measurements, and electronic inventory reconciliation.
Knowledge of fuel quality testing procedures and sample handling (water detection, particulate inspection, octane/biodiesel blends).
Familiarity with UST/AST regulatory requirements and environmental compliance processes for fuel storage and handling.
HAZMAT handling and spill response competencies; current certifications a plus (e.g., HAZWOPER, spill response training).
Meter calibration and basic troubleshooting experience for pumps, meters, and dispenser electronics.
Accurate cash handling, daily cash reconciliation, and credit card transaction reconciliation experience.
Comfortable with Microsoft Office (Excel for reconciliation spreadsheets) and basic database entry; experience with ERP/inventory systems advantageous.
Ability to read and interpret delivery manifests, bills of lading, safety data sheets (SDS), and equipment technical manuals.
Forklift or light equipment operation for moving drums or ancillary supplies (where applicable).
Basic mechanical aptitude to perform routine maintenance and identify when to call technical service.

Soft Skills

Exceptional attention to detail with a demonstrated ability to maintain accurate, auditable records and reconcile discrepancies.
Strong communication skills to interact professionally with customers, drivers, vendors, and regulatory inspectors.
Problem-solving mindset with the ability to investigate inventory variances, fuel-quality complaints, and transaction anomalies.
High level of integrity and trustworthiness when handling cash, fuel cards, and sensitive transactional data.
Ability to work independently and remain calm during emergency incidents or peak fueling periods.
Customer-service orientation with a polite, professional demeanour and conflict-resolution skills.
Team player attitude to coordinate maintenance, operations, and safety activities across departments.
Time management skills to prioritize daily opening/closing tasks, deliveries, and safety checks.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

Vocational certificate, technical diploma, or associate degree in logistics, operations, facilities management, or a related field.
Certifications in HAZMAT handling, spill response, or environmental compliance preferred.

Relevant Fields of Study:

Logistics, Supply Chain, or Operations Management
Environmental Science, Industrial Safety, or Mechanical Technology
Business Administration with an emphasis on operations or inventory control

Experience Requirements

Typical Experience Range:

1–3 years of hands-on experience in fueling operations, retail fuel sites, fleet fueling, or bulk fuel handling.

Preferred:

2–5 years of experience managing fuel inventory, reconciling fueling transactions, and participating in environmental compliance and spill response activities.
Prior experience with fuel management software, POS systems, and regulatory inspections is highly desirable.