What are the responsibilities and job description for the Tenant Accounts Receivable (TAR) Specialist position at Columbia Housing Authority?
COME AND JOIN THE CH TEAM
BECAUSE
OUR WORK MAKES A DIFFERENCE!
Columbia Housing offers a very generous benefits package, including:
- Health
- Dental
- Vision
- Term Life Insurance
- Long-term disability
- Flexible Spending Accounts
- State Retirement*
- 401K and 457 Plans
- Annual Leave Accrual
- Sick Leave Accrual
- 13 paid holidays
- FREE gym membership
- Alternative Work Schedule Options (including a 4-day workweek), if applicable
- Employee Assistance Program
- Apprenticeship Opportunity, if applicable
Salary Range: $39,000 $45,900 $52,800
Summary
The Tenant Accounts Receivable (TAR) Specialist is responsible for managing all aspects of tenant receivables, ensuring accurate and timely processing of rent payments, monitoring account balances, and maintaining compliance with housing authority policies and procedures. This role supports the property management tenant account receivables and the financial integrity of the organization by ensuring proper recording, tracking, and reconciliation of tenant-related transactions, including utility-related charges.
This role will report to the Regional Property Manager and will take directions from the Chief Financial Officer (CFO) when required.
All activities must support Columbia Housing’s (“CH”) mission, strategic goals, and objectives.
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.
Rent Processing & Collections
- Collect rent in person, process rent payment receipts
- Log, process and post rent payments, including checks, money orders, online payments, and direct deposits to HAB and bank accounts.
- Ensure accurate and timely recording of all rent deposits
- Prepare and reconcile daily, weekly, and monthly rent deposit reports
- Manage the online rent collection system, including rent charge adjustments, user registrations, log-ins and password reset assistance.
- Coordinate with Property Managers to ensure accurate tenant ledger balances.
Late Fees & Adjustments
- Coordinate with Property Management to post late fees in accordance with agency policies
- Process Tenant adjustments, corrections, and reversals as needed
- Ensure proper documentation and approval for all account changes
Tenant Account Management
- Coordinate with Property Management to generate and send tenant statements at the end of the month
- Work closely with Property Management to resolve financial discrepancies
Property Utility Billing & Invoicing
- Enter Utility Bills and invoices and ensure accurate posting to tenant accounts
- Coordinate with Finance for timely and accurate utility payments
- Verify Utility charges and adjustments with Property Managers in accordance with HUD guidelines and agency policies
- Coordinate with Property Management and Finance to resolve discrepancies related to utilities
Maintain proper documentation for all Utility billing-related transactions and adjustments
Compliance & Controls
- Ensure all transactions comply with HUD regulations and internal policies
- Maintain proper documentation for all receivable transactions
- Support internal controls by following established procedures for cash handling and posting
Additional Duties
- Support implementation or improvements of TAR processes and systems
- Perform other duties as assigned
This position requires the incumbent to exhibit the following behavioral skills:
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of CH. Use appropriate judgment & decision making in accordance with level of responsibility.
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
Effective Communication: Ensures important information is passed on to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
Job Competencies- Strong knowledge of accounts receivable processes and reconciliation
- Attention to detail required
- Basic knowledge of housing assistance programs administered by CH and of the regulations, requirements, and guidelines.
- Operational features and functionalities of telephone systems and customer services principles.
- Knowledge of office procedures and methods.
- Proven ability to effectively work independently and in a team environment with colleagues.
- Ability to manage several tasks simultaneously while working under pressure to meet deadlines.
- Independently organize own work and set priorities to meet the requirements of the position.
- Knowledge of safe workplace principles and practices.
- Proper telephone etiquette and procedures.
Education and/or Experience
High School Diploma or GED and a minimum of two (2) years of experience in technical accounting work. Incumbent will preferably have an associate or bachelor’s degree in accounting, finance, business administration, or related field, with a minimum of 2–3 years of experience in accounts receivable, preferably in affordable housing or property management. An equivalent combination of education and experience may be considered.
To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about to the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to twenty-five (25) pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Columbia Housing is a Section 3 Compliant Employer
Columbia Housing is an Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, political affiliation, marital status or veteran status.
Office environment. The noise level in the work environment is moderate.
Salary : $39,000 - $52,800