Accounting Clerk at Houston County Minnesota – Caledonia, Minnesota

Position Purpose
The Accounting Clerk is a clerical employee who acts under the general supervision of the Highway Dept. Accountant and is responsible for processing accounts payable, coding payroll, and generating DOT reports.

Distinguishing Characteristics
The majority of the duties are performed independently; however, in accordance with standard policies and standard procedures. The Accounting Clerk supports both Highway Maintenance and Engineering staff. This position performs these duties in a manner consistent with requisite legal and audit requirements.

1. Accounts Payable Verify invoices are properly payable and ensure timely payment Prepare disbursement voucher - assign object codes, job number, road number and other data to ensure proper and timely payment Contact vendor as necessary and appropriate; request missing invoices Coordinate dual payments with County Finance Director Submit for approval to the DOT Engineer Maintain claims paid records - enter disbursements/maintain vendor disbursement record in “New Roads” (accounting software) and interface New Roads with the Integrated Financial System (IFS) system – review reports for record accuracy; notify Auditor/Treasurer and Finance Director of the claims total and date of IFS interface Prepare MN Sales Tax Returns for in-state and out-of-state purchases; review disbursement records to determine accurate amount payable 1099 issuance Review New Roads for vendors requiring 1099 Verify proper code in IFS; make corrections to record File Fuel Exemption Certificates for department credit cards Set up new vendors in New Roads and IFS; obtain W-9 Request for Taxpayer ID # and Certification Provide County ST3 Certificate of Exemption to vendors Obtain MN IC-134 Withholding Affidavit for Contractor	50%
2. Payroll Enter employee payroll data into the Highway Costing system; investigate and resolve discrepancies Review department employee timesheets for required information including dates, hours, various codes, roads, and equipment/inventory used; record equipment hours and wages on payroll batch form Enter timesheet data into New Roads payroll and create file which HR interfaces with Paymate Prepare spreadsheet each pay period itemizing all employee allowances, early call pay, per diems, reimbursements, and certificate payments due employees each pay period and deliver to HR Maintain employee information in New Roads Reconcile payroll amounts to IFS and New Roads; prepare month’s end journal entries for DOT Accountant review	25%
3. Record Maintenance/Reports Diesel Fuel Maintain diesel inventory and usage records per SOPs; prepare tax forms; generate report from fuel dispensing/fuel management systems Prepare special fuel tax payments for on-road vehicles; Prepare fuel claim refund and report for Power Take Off vehicles Prepare/submit annual MN Special Fuel Dealer License Application Prepare monthly MN Special Fuel Tax report; track eligible equipment and refunds monthly – submit to State of Minnesota Process Boiler/Pressure Vessel Certificate Renewal Maintain inventory of all licensed vehicles and registrations; license new vehicles; and process tabs Maintain spreadsheets for project consumables (i.e. chloride, salt, rock) including all relevant data such as amounts, delivery dates, project fees, bid prices – provide information to staff Maintain contemporary project code/job number lists Sign Shop -prepare sign withdrawal report – reconcile inventory	10%
4. Customer Service/Staff Support Provide general reception/process mail Assist Maintenance Foreman & project inspectors with computation of rock and oil/pavement delivery tickets Review project payrolls for prevailing wage compliance; contact contractors when non-compliant Prepare customer invoices for over-dimension permits Order office and maintenance supplies Manage petty cash fund; verify purchases Maintain payroll and accounts payable records for submission for disaster relief as necessary Perform all duties inherent to this position and other duties as requested	10%
5. Safety Inventory chemical and maintain Safety Data Sheets for five locations; maintain historic data Order Personal Protective Equipment Coordinate vehicle safety kit inspection and inventory	5%

This description provides the general list of responsibilities and is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position and classification. It is intended only as an illustration of the various types of work performed. This position description is subject to change as the needs of the employer and requirements of the position change.
Employment Standards
Education and Experience

• Associate’s degree from an accredited college in Accounting or General Business

-OR-

• High school diploma (GED) with 2 or more years of experience involving a combination of office support and bookkeeping responsibilities

*Completion of college coursework, vocational school, or business school in accounting may be substituted on a year-for-year basis for the experience involving a combination of office support and bookkeeping responsibilities
Ability, Skills, and Knowledge
Pre-Employment

• Knowledge of spreadsheets and database software including Microsoft Office Suite
• General knowledge of automated accounting systems
• Knowledge of general record keeping and filing systems
• Knowledge of techniques used in locating errors
• Ability to reconcile and/or balance financial transactions and accounts
• Ability to perform basic arithmetical computations (addition, subtraction, multiplication and division)
• Ability to compare data from a variety of sources for accuracy and completeness
• Ability to operate standard office equipment, such as personal computers, calculators, etc.
• Ability to prepare information in summary form from account records
• A working understanding of budgeting processes and payroll processing
• Ability to understand and carry out detailed written and oral instructions
• A willingness to accept responsibility for meeting deadlines
• Ability to maintain effective working relationships with supervisors, co-workers, and the public
• Ability to organize work efficiently and to perform detailed work with speed and accuracy

Post-Employment

• Working knowledge of New Roads, IFS Accounting System, and fuel dispensing/fuel management systems
• Working knowledge of State and federal regulations affecting County DOT financial operations

Persons with Disabilities
The above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.

In compliance w/ the Americans with Disabilities Act the following represents the Physical/Environmental Demands and Work Environment

FUNCTION	N/A	<25%	25% - 49%	50% - 74%	>74%
Office Environment					X
Sitting					X
Standing, Walking		X
Simultaneous/Repetitive Hand Movements					X
Typing/Data Entry					X
Close Vision (Near Acuity)					X
Distance Vision (Far Acuity)	X
Color Vision (ability to identify and distinguish colors)	X
Accommodation (ability to adjust the eye to bring an object into sharp focus)					X
Hearing/Speech					X
Sedentary (Exert up to 10 pounds of force)		X
Light (Exert up to 20 pounds of force)		X
Lifting, carrying or pushing of objects up to twenty-five (25) pounds	X
Lifting, carrying or pushing of objects up to fifty (50) pounds	X
Lifting or pushing of objects over fifty (50) pounds	X
Adverse movements such as overhead, bending, reaching		X

NOTICE
Status: Non-Exempt
Job Category: Office/Clerical
Banding: B22
Labor Group: AFSCME
Reviewed: 04.2020

TO APPLY: Submit your online application by clicking the green "apply" button on this page. Please attach a cover letter to your application file, along with any applicable licenses and/or certifications. Application Deadline: 4:30 p.m., Friday, January 9, 2026.

If special accommodations are needed to complete the application process, please contact the Personnel Department at 507.725.5822.