Financial Services Coordinator - COUNTY OF VILAS

JOB REQUIREMENTS: Job Summary: Under the direct supervision of the
Highway Commissioner, this position is responsible for organizing,
maintaining, reporting, and archiving State and County personnel and
financial records. It involves data entry, analysis, and operation of
computerized accounting systems, including CHEMS Pro. Additionally, the
role assists the Highway Commissioner with the overall day-to-day
operations of the Highway Department. This position also follows
direction from the County's Finance Director to complete
accounting-related tasks, such as preparing journal entries for
recording Highway transactions in the County's general accounting
system and reconciling CHEMS account balances with the County's general
account balances. SECTION II: ESSENTIAL DUTIES AND RESPONSIBILITIES:
Daily Responsibilities: 1. Material Oversight and Data Entry: o Compile
and record materials, parts, inventory, and fuel usage. o Code and enter
expenditures and receipts in the CHEMS system, consulting with the
Highway Commissioner and Finance Director on notable transactions. 2.
Financial Management: o Reconcile expense reports and vendor invoices,
process payment requests, and handle purchase requisitions. o Collect
and document payment receipts, prepare deposits, and enter receipts into
the County computer system in coordination with the County Treasurer
and/or Finance Director. o Manage accounts receivables by taking money,
recording receipts, and making deposits as necessary. 3. Report and Form
Management: o Complete unemployment, accident, injury, and liability
report forms; refer workers' compensation transactions to the
appropriate office. o Compose memos, correspondence, reports, and other
necessary documents. 4. Customer Service: o Respond to inquiries
regarding the department's functions and activities, providing callers
and visitors with appropriate information. Monthly Responsibilities: 1.
Invoicing: o Prepare and route invoices to the State of Wisconsin,
County, and other public entities. o Examine invoices for proper
documentation, code by vendor number, and ensure all eligible discounts
are applied. 2. Financial Reconciliation and Reporting: o Reconcile
Highway Department financial statements with the accounting systems and
make necessary adjustments. o Prepare monthly vouchers and financial
statements. o Perform in-house budget modifications following
established policy. 3. Meeting Coordination: o Assist with coordinating
meetings and agendas, posting meeting notices, and delivering special
meeting packets as needed. o Transcribe and review Highway Committee
meeting minutes for accuracy as needed. Annual Responsibilities: 1.
Year-End Audits and Reporting: o Assist the Commissioner and Shop
Foreman in reconciling book inventory to physical inventory. o Audit
accounts, prepare closing journal entries, and complete the required
State annual report following closing entries. o Produce and distribute
reports required by the State concerning shop payroll, fringe benefits,
cost trends, liability insurance, and other financial matters. 2. Budget
Preparation: o Assist the Commissioner with the annual budget, preparing
it for input into the County financial system by line item. o Provide
various auditors with accounting records as requested. 3. Special
Assignments: o Charge out insurance premiums to various accounts and/or
individual pieces of machinery. o On a monthly basis, assist the Shop
Foreman in charging out all maintenance and construction materials used
for County, State, and Township work. 4. Training and Representation: o
Represent the department in accounting and data processing matters at
the County and State level. o Attend CHEMS training, bookkeeper
meetings, and other relevant training sessions as necessary. Additional
Responsibilities: Equipment Classification: Classify new equipment with
the State as required. Fuel System Management: Monitor fuel inven ory,
create new fuel keys, request bids, plan fuel orders * OTHER
EXPERIENCE AND QUALIFICATIONS: Four to five years of documented
experience working in an accounting, bookkeeping, or recording-keeping
field, preferably in the fund accounting area. An equivalent combination
of education and experience may be considered. Requires high knowledge
of the generally accepted accounting principles, emphasizing government
accounting. Must have excellent computer skills and be proficient in
using Microsoft Word and Excel. Ability to read and comprehend simple
instructions, short correspondence, and memos. Ability to maintain
accurate and complete reports and prepare clear and detailed reports.
Ability to write simple correspondence. Ability to effectively present
information in one-on-one and small group situations to other employees
of the organization. Ability to add, subtract, multiply, and divide in
all units of measure, using whole numbers, common fractions, and
decimals and ability to compute rate, ratio, and percent. Applying
common sense understanding to carry out detailed written or oral
instructions. Ability to deal with problems involving a few concrete
variables in standardized situations. * APPLICATION
INSTRUCTIONS: Other: All applicants must fill out Vilas County's
application. Application materials, along with the job description can
be found at www.vilascountywi.gov and attach your resume; send to Vilas
County Human Resources; 330 Court Street, Eagle River, Wisconsin 54521;
or email to: krbray@vilascountywi.gov; fax: 715-479-3799.