Bookkeeper HUD Housing

The Bookkeeper performs bookkeeping and accounting support services in the collection, maintenance and reporting of timely and accurate financial and accounting information. The Bookkeeper implements appropriate methods and procedures for improvement of bookkeeping practices from a fee accountant.

ESSENTIAL TASKS OF THE POSITION:

1.                  Perform bookkeeping/accounting support functions in response to regulatory requirement agency policies and procedures under the direction of Executive Director

2.                  Apply and perform standard bookkeeping procedures in recording, posting, maintaining, and reporting via manual and automated systems for accounts payable, accounts receivable and check processing for Public Housing, Section 8 Assisted Housing and Modernization Programs.

3.                  Prepare bank deposits for receivables and give them to Public Housing Coordinator for electronic deposits.

4.                  Maintain Section 8 Fraud Recovery payments and book accordingly.

5.                  Maintain security deposit ledger and prepare vacated resident accounts, including refunds, charges and closing of accounts.

6.                  Compile and prepare in a timely manner all applicable reports for HUD including Report of Tenants Accounts Receivable, Contract & Subcontract Activity Report.

7.                  Pay all federal and state tax remittances, quarterly IRS returns, quarterly unemployment

returns, State retirement transmittals, tax deferred investment plans, Social Security,

pension and health benefits, including changes and updates of health plans.

8.                  Under the direction of the Executive Director administers/pay the agency’s health, employee, property, auto, indemnification, Workers’ Compensation, and liability insurance coverage.

9.                  Maintain personnel records including employee time sheets, vacation, sick and personal leave records, and timecards for union employees. Most are tracked through ADP.

10.              Create bi-weekly payroll and maintain payroll reports using ADP.

11.              Maintain the daily transactions of bank accounts and journal entry as necessary into housing software in order to keep housing software accurate for monthly bank reconciliation.

12.              Pay all bills and invoices that come into the housing authority either by check or ACH.

13.              Maintain records and assist in preparation of Public Housing budget and Section 8 budget requisition.

14.              Maintain records and assist in preparation of Closing Statements for Section 8 and Public Housing Programs.

15.              Maintain all check registers including monthly reconciliation of bank accounts including verification of monthly HUD subsidy for Public Housing and Section 8 Programs.

16.              Works closely with Executive Director and outside Fee Accountant to ensure bank accounts are up to date and bills are paid.

17.              Copy, file, and maintain required financial records including records for annual audit.

18.              Works closely with Fee Account to reconcile monthly books and additional financial issues as needed.

19.              Maintain Section 8 Portable balance ledger and create Section 8 Portable monthly billings.

20.              Create annual IRS 1099 MISC forms for all section 8 landlords and vendors which is processed in Housing Software PHA Web.

21.              Prepare monthly reports for Commissioners meeting including list of invoices, statement of all bank accounts, personnel time available, public housing and Section 8 waiting list changes and placement activity.

22.              Perform secretarial and clerical duties requiring accuracy, judgement, and confidentiality.

23.              Maintains working knowledge of State/Federal regulations relative to professional responsibilities.

24.              Interrelate with residents, banks, vendors, suppliers, outside agencies and the public in a courteous, confidential, and professional manner.

25.              Additional duties may be assigned by the Executive Director.

POSITION REQUIREMENTS AND QUALIFICATIONS:

1.      Associate’s degree or certification in bookkeeping/finance required; bachelor’s degree in finance preferred.

2.      Three years’ experience in paying invoices, payroll with ADP, and fiscal management.

3.      Three years’ experience in banking transfers, management of multiple bank accounts, ACH, and NACHA transactions