Accounting Assistant

Capital Railroad Services, Inc. has been at the forefront of railroad bridge rehabilitation in the United States and Canada since the mid-1950s serving Class 1, regional and short line railroad bridges. As a railroad service provider, our single largest job is the choreography of our nationwide repair crews to match the needs of our customers. Our experienced repair crews tackle jobs both large and small with the hands-on support of our in-house staff.

This is a full-time role for an Accounting Assistant located in Madison, WI. The Accounting Assistant supports the accounting department by performing daily financial tasks, maintaining accurate records, and assisting with reporting and reconciliation. This role is essential in ensuring financial accuracy and smooth accounting operations

Accounts Payable (AP)

• Process vendor invoices and match to purchase orders and receipts
• Verify invoice accuracy, coding, and approvals
• Prepare and schedule payments (checks, ACH, wires)
• Maintain vendor files and payment records
• Reconcile vendor statements and resolve discrepancies
• Respond to vendor inquiries regarding payments
• Track due dates to ensure timely payments
• Assist with AP month-end closing and reporting to support audits and reviews
• Reconcile employee expense reports, including review for policy compliance.
• Assist with drafting, updating, and maintaining expense, travel, and accounting-related policies and procedures.
• Act as a gatekeeper for the company accountant and select managers, helping prioritize requests and manage workflow.
• Handle confidential and sensitive information with discretion and professionalism.
• Support leadership with special projects, reporting, and coordination as needed.
• Help ensure consistency and compliance as accounting and administrative processes are brought in-house.

Accounts Receivable (AR)

• Generate and send customer invoices
• Post customer payments and apply to accounts accurately
• Monitor aging reports and follow up on past-due accounts
• Research and resolve billing discrepancies
• Maintain customer account records
• Prepare AR reports and summaries
• Assist with sales and use tax preparation, filings, and documentation. Assist with cash application and daily deposits
• Communicate with customers regarding payment status

Payroll

• Assist with payroll processing on scheduled pay cycles
• Collect and verify timesheets and attendance records
• Ensure accurate data entry of wages, deductions, and benefits
• Maintain employee payroll records and confidentiality
• Respond to employee payroll questions
• Assist with payroll tax filings and compliance reporting
• Support year-end payroll activities (W-2s, audits, etc.)
• Reconcile payroll reports to general ledger

Required Experience and Education

• Minimum 5 years of experience in an accounting-related role or department and/or an associate's degree in accounting.
• Demonstrated experience handling sensitive and confidential information.
• Strong working knowledge of Microsoft Office, particularly:
  Excel (including Pivot Tables, formulas, and charts), Word and Power Point
• Strong attention to detail and organizational skills
• Valid Drivers License with a favorable driving record and ability to maintain company operators permit

Preferred Experience

• Experience using Concur Expense software.
• Experience with Deltek Computer Ease (preferred but not required).
• Experience in the construction industry is a plus.
• Payroll processing experience is a plus.

• This position plays a key role in supporting leadership and accounting operations during a period of organizational transition.
• The role requires flexibility, initiative, and the ability to work independently while collaborating closely with management and Accountant.
• Professionalism, discretion, and reliability are essential.
• Ability to work in office a minimum of three days per week.
• Ability to run occasional company errands

To apply, send resume to: