PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITIES

• Journalize accrual of expenses, automatic journal entries and reclassifications as needed.
• Prepare monthly financial reports including Balance Sheet, Income and Expense Statements, Statement of Changes in Fund Balances (Operating & Reserve), and schedules for Prepaid Expenses, Reserves, Deficit Funding, and Insurance.
• Perform Bank and Certificate of Deposit reconciliations.
• Maintain data binder (Red Book) of monthly financial reports and work paper folder containing schedules and journal entries.
• Print Financial Reports for clerks to scan or mail or otherwise distribute.
• Review association’s scanned financial reports for compilation and quality before distribution to clients.

• Review Check Requests for proper GL coding, vendor identification, association identification, invoice number, invoice date and amounts as shown on invoices.
• Prepare check request for invoices that are not prepared by the community management team.
• Review data input, balance and post AP batches.
• Attach check requests to checks and ensure accuracy of both prior to distribution or AP checks to community management or MAY signer.
• Track outstanding AP checks during the signature cycle and follow up on any outstanding longer than 2 cycles.
• Ensure association checks receive proper signatures before disbursement to vendors.
• Ensure Check Request and Checks are processed in a timely manner to avoid any late fees.
• Mail checks to vendors

Accounts Receivable

• Post assessments, capital contribution, and other fees as may be appropriate to the association.
• Prepare monthly invoices or statements for unit owners not utilizing coupons and send same to vendor for mailing.
• Post interest and/or late fees to delinquent accounts at that time of month such fees may be applied in accordance with the association’s documents.
• Record collection activities in owner’s account in accordance with company and/or association policy. Contact attorney when necessary, during collection process and for monthly updates on those accounts in process.
• Prepare and mail Past Due Statements, along with follow up delinquency notices, or otherwise process collection activities in accordance with company or association policies.
• Prepare and mail via distribution vendor statements or invoices for special assessments.
• Ensure payments are posted correctly to homeowner accounts and adjust client accounts where improper posting has occurred.
• Review Statement of Account before distribution to Title Company.

• Update owner account information, i.e. phone numbers, change of address, email address.
• Record conversations with owners in owner’s account history regarding any issue involving collections.
• Order signature cards for new bank accounts or change in signers, distribute for appropriate signatures, and monitor progress so that cards can be returned to banks timely (2 weeks).
• Transfer funds as necessary in accordance with reserve schedules and non-automated sweep accounts.
• Open and close accounts as necessary to manage the cash assets of the clients in accordance with client’s desire to maintain segregation of funds as required by Florida Statutes.
• Notify community managers two month prior to insurance expiration via email communications and follow up on progress of policy renewals.
• Verify and process Warranty Deeds daily or as needed.
• Send Welcome Letters to new owners daily or as needed.

• Prepare budget worksheets projecting end of year revenues and expense ensuring non-recurring expenses are identified and calculated so as to prevent over projecting the end of year totals.
• Ensure calculated cells in Excel budget worksheets are accurately reflecting the revenue and expense of the column categories.
• Input approved budget into VMS for final verification of accuracy in addition/subtraction/formulas.
• Support Auditors with appropriate documentation, reports and adjustments.

• Close the end of year accounts by following prescribed procedures.
• Ensure all Federal and State Taxes and Condo Fees are paid within the time frame established by Florida Statute.

• Minimum AA in Accounting, 2 years of Accounting courses or commensurate level of experience

• Minimum of 3 years experience in GL, AP, AR and Financial Reporting
• Knowledge of financial software applications
• Computer skill in Word, Excel.

• Maintains high standards of integrity, confidentiality and professionalism
• Well organized – able to prioritize
• Good communication skills – both written and verbal
• Pro active – able to assess situations quickly and take appropriate action
• Able to work quickly and efficiently; manage a heavy workload
• Able to work independently with little supervision
• Ability to handle difficult situations tactfully.