Accounting Clerk, Part-Time/Temporary,… at Midwest Energy · Hays KS

This is a part-time, temporary position of up to 20 hours per week for a two (2)-year period.

Job Summary

The purpose of the Accounting Clerk, Part-Time/Temporary position is to support and assist the Finance Department with the preparation of Federal Emergency Management Agency (FEMA) Public Assistance reimbursement requests and project submittals. FEMA provides federal financial assistance for eligible costs associated with disaster recovery. Responsibilities include gathering and organizing supporting documentation, maintaining project files, and assembling complete documentation packages for review and submission. This role may also include occasional support for accounts payable, department data entry, filing, mail, and other clerical duties as needed.

Job Duties - Responsibilities – Tasks

1. Build an initial submittal package by gathering and organizing documentation for FEMA projects (by county).
   a. Extract work order transaction detail from the ledger and identify which timesheets and invoices apply.
   b. Join work-order reports to individual timesheets and code entries as regular, overtime, or doubletime.
   c. Pull labor and equipment hours from the time system (UKG).
   d. Pull material from the inventory management system (Cayenta).
   e. Pull contractor invoices from the document system (OnBase).
   f. Key into FEMA Template spreadsheet by county.
   g. Assemble photographs and supporting documentation.
2. Review documentation for completeness and consistency before inclusion in FEMA reimbursement packages.
3. Reconcile work order, staking, inventory and ERP records against one another.
4. Investigate
5. Follow-up with data owners when inconsistencies occur and continue to pursue as necessary to ensure issues are resolved.
6. Compile documentation into organized packages, then submit completed county packages to the Accounting Supervisor for review and FEMA/KDEM submission.
7. Fix any corrections that were submitted by the Accounting Supervisor.
8. Once rebuild construction is finished (by county):
   a. Update the FEMA template with actual labor, equipment, material and contractor costs, pulling from appropriate systems.
   b. Fix any corrections identified by the Accounting Supervisor prior to submittal.
   c. Assist with final reconciliation pass to confirm nothing was duplicated or missed.
9. Responsible for creating and updating a written documentation of the submittal procedure to include in FEMA Playbook.
10. Responsible for copying and scanning documentation.
11. Promotes safe working habits and enforces all safety rules and regulations of Midwest Energy, Inc. Lead by example in safety compliance and take corrective action on safety violations, defective equipment, and any other practice that may adversely affect a safe working environment.
12. Develop and maintain internal and external working relationships for maximum effectiveness in serving Midwest Energy customers and communities. Ensure communication and exchange of information to present a positive corporate image, both internally and externally. Keep management informed of issues that might impact the work environment.
13. Performs other duties as directed.

Education and Experience

1. High School Graduate or GED.
2. Ability to learn FERC Uniform System of Accounts.
3. Intermediate experience in Microsoft Excel required.

Key Competencies

1. Strong accuracy and attention to detail.
2. Coordination, persistency, and follow-through required on errors or missing information.
3. Ability to organize and track significant amounts of data and supporting documents.
4. Ability to follow instructions, work independently, and ask for help when needed.
5. Ability to work with others effectively and coordinate information across departments and positions.
6. Demonstrated experience/knowledge in Microsoft Office software programs.
7. Ability to learn and navigate new software system quickly and effectively.
8. Ability to communicate clearly and follow up courteously with departments and vendors.
9. Ability to handle records responsibly and maintain uncompromising integrity and confidentiality.

Posting Close Date: November 30, 2026

Equal Opportunity Employer