Accounting Technician - Highway

About the Department

The Accounting Technician performs clerical and advanced accounting functions in support of the Highway Department. This position is responsible for processing payroll and timekeeping, preparing and reconciling billing and accounts receivable, reviewing and submitting vendor invoices, maintaining inventory and fixed asset records, and supporting project and cost accounting activities. The Accounting Technician serves as a financial resource to supervisors and managers, provides customer service related to billing and payments, and ensures accurate, timely, and compliant financial operations in accordance with County, State, and departmental requirements. 

Position Duties

• Perform clerical and advanced accounting functions in support of the Highway Department, ensuring accurate financial records, billing, payroll processing, and compliance with County and State requirements.
• Prepare, compile, review, and process billing for county-furnished materials, shop and parts requisitions, production issues, journal entries, fuel charges, royalties, and other costs for monthly and quarterly billing to municipalities, vendors, utility permit holders, and the Wisconsin Department of Transportation.
• Create, review, and distribute invoices for municipal projects, state work, accident damages, utility permits, and other Highway revenue sources; prepare credit memos and adjustments as needed.
• Review, reconcile, and monitor accounts receivable and open invoices; follow up on past-due accident and customer accounts, including communication with customers, insurance companies, and internal departments.
• Compile, code, verify, and submit vendor invoices for Highway; confirm receipt of goods or services, attach supporting documentation, and submit invoices to Finance for payment.
• Prepare, receipt, and reconcile purchase orders; review open purchase order and negative balance reports; reconcile monthly vendor statements for Highway division.
• Reconcile credit card statements for Highway, verifying charges, coding expenses, and resolving discrepancies.
• Enter, review, and verify daily payroll and timekeeping data for Highway employees, including labor, equipment usage, accounts, and classifications; run daily and weekly payroll reports and resolve discrepancies.
• Reconcile month-end reports from foremen and supervisors, including materials, fuel, and lube usage; ensure accurate charging of inventory to projects, municipalities, and cost centers.
• Maintain and support inventory systems for aggregate, bituminous materials, paint, fuel, lube, salt, and brine, including daily charge-outs, new item setup, and location changes.
• Coordinate and reconcile fixed asset records for Highway, including documentation for asset purchases, disposals, and annual reviews.
• Prepare and process journal entries, including monthly, quarterly, and annual entries required for billing, cost allocation, and financial reporting.
• Assist with work orders, project cost analysis, and creation or maintenance of spreadsheets and reports for supervisors, foremen, managers, and leadership.
• Serve as a resource to supervisors, foremen, managers, and department leadership regarding accounting procedures, billing questions, payroll issues, and financial data.
• Research, analyze, and resolve accounting discrepancies internally and with vendors, municipalities, and other departments.
• Verify, receipt, and process payments received by cash, check, or electronic means; forward payments and documentation to the County Treasurer for deposit.
• Provide customer service related to billing inquiries, invoice discrepancies, refunds, and payment status for Highway customers.
• Provide clerical and administrative support, including answering phones, assisting walk-in customers, sorting and distributing mail, operating office equipment, and maintaining records.
• Assist with setup, implementation, and support of financial, billing, timekeeping, fuel, and inventory software systems; serve as a knowledgeable user for system functionality.
• Provide coverage for the Office Coordinator as assigned, and assist with related administrative duties during absences.
• Perform notary services for the Highway Department and Rocky Knoll Nursing Home as requested.
• Participate in annual, quarterly, and periodic tasks including fuel tax refund preparation, allowance processing, inventory and fixed asset reviews, system rollovers, and creation of new year spreadsheets and timekeeping templates.
• Perform other related duties as assigned to support the operations and financial integrity of the Highway Department.

Minimum Qualifications

• Knowledge of accounting principles, financial recordkeeping practices, and internal controls applicable to public-sector, municipal, or transportation operations.
• Ability to perform advanced clerical and accounting functions related to payroll, billing, accounts receivable, accounts payable, inventory, and fixed asset tracking.
• Advanced skills in the use of office software, including Outlook, Word, and Excel, with demonstrated proficiency in JD Edwards and working knowledge of Microsoft Access; ability to learn and utilize additional County financial, billing, inventory, and timekeeping systems.
• Ability to accurately enter, review, reconcile, and analyze financial and payroll data from multiple sources to ensure accuracy and compliance.
• Strong attention to detail and accuracy when reviewing invoices, payroll entries, inventory charge-outs, fuel usage, credit card statements, and financial reports.
• Ability to organize, prioritize, and manage multiple tasks, deadlines, and reporting requirements in a fast-paced operational environment.
• Ability to interpret and apply County policies, State regulations, and departmental procedures related to accounting, payroll, billing, purchasing, and financial reporting.
• Effective verbal and written communication skills, including the ability to explain accounting information, respond to billing inquiries, and work collaboratively with supervisors, foremen, managers, vendors, municipalities, and members of the public.
• Ability to exercise sound judgment, discretion, and professionalism when handling confidential payroll, financial, and personnel information.
• Ability to research, analyze, and resolve accounting discrepancies and billing issues independently and in coordination with internal departments and external parties.
• Ability to maintain accurate records, documentation, and audit trails in accordance with County and State requirements.
• Ability to work independently with minimal supervision while also functioning effectively as part of a team in support of departmental operations.
• Demonstrated reliability, accountability, and initiative in completing assigned duties and supporting departmental and County goals.

Other Qualifications

• Work is performed primarily in an office environment within the Highway Department, with regular interaction with department staff, supervisors, foremen, managers, vendors, municipalities, fiscal staff, and members of the public.
• Minimal physical exertion is required; occasional lifting, carrying, or moving of files, boxes, or materials weighing up to approximately 25 pounds may occur.
• Duties require extended periods of sitting, standing, and walking; frequent use of a computer, keyboard, telephone, and standard office equipment; and repetitive hand and finger movements related to data entry, document review, and report preparation.
• The position requires the ability to read, review, and analyze detailed written and electronic records; sufficient vision to view computer screens, printed materials, financial documents, and reports is required.
• Requires the ability to hear and understand verbal communications in person and by telephone.
• Requires the ability to speak clearly and effectively to communicate information regarding payroll, billing, accounting, and financial processes.
• The position involves sustained concentration, attention to detail, and accuracy while processing financial transactions, reconciling accounts, and reviewing reports, often under time-sensitive conditions.
• Work may include frequent deadlines, interruptions, and competing priorities, requiring the ability to manage stress and maintain accuracy.
• Regular exposure to confidential, sensitive, and legally protected payroll, financial, and personnel information is inherent to the position and requires strict adherence to confidentiality and data security standards.
• Occasional meetings, trainings, or collaborative activities may occur outside the immediate work area, including coordination with other County departments or external partners.