Abrar Admin

Monroe Housing Authority, NC

Position SummaryPerforms highly responsible and complex administrative and accounting duties to assist the Executive Director in accomplishing the administrative functions of the Agency and coordinating the overall daily operations of the property management office. Assists the Executive Director with day-to-day operations, accounts payable, accounts receivable and other routine to complex clerical matters. These tasks are to be performed in compliance with National Standards for the Physical Inspection of Real Estate (NSPIRE), Public Housing Assessment System (PHAS), Section 8 Management Assessment Program (SEMAP) and other HUD required evaluation systems.Administrative Responsibilities<ul><li>Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the appropriate staff. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Agency programs as directed.</li><li>Composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.</li><li>Prepares the agenda, letters of notification, and meetings handouts for all Board of Commissioners Meetings. Takes and transcribes minutes and prepares final Board resolutions for the signature of the Chairman.</li><li>Maintains calendar for the Executive Director scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.</li><li>Arrange travel/training registration for the Executive Director, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.</li><li>Assists in facilitating efficient administrative support for all Agency operations and programs and activities of the Executive Director.</li><li>Coordinates and schedules grievances/disciplinary action appeal hearings upon reaching the Executive Director&rsquo;s level.</li><li>Assists the Executive Director in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings, and recommendations for the Board of Commissioners. Attends Board and staff meetings as assigned and records and transcribes minutes of meetings.</li><li>Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the Executive Director are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.</li><li>Locates and attaches appropriate files to correspondence to be answered by the Executive Director.</li><li>Maintains files on contracts, appraisals, reports and budgets, real estate documents, HUD regulations and other forms and correspondence pertinent to the Central Office and operating divisions.</li><li>Prepares reports or other correspondence as directed by the Executive Director, including bi-weekly agendas, staff meeting agendas, etc.</li><li>Assists the Executive Director with the design and implementation of interdepartmental procedures.</li><li>Ensures that the Executive Director is informed concerning events, circumstances, etc., which affect the operation and reputation of the Agency.</li><li>Assists the Executive Director with long-term strategic planning, conducts research as necessary, and develops reports and analyses as required to achieve agency goals.</li><li>Assists with the development of the Agency&rsquo;s Annual and Five-Year Plan.</li><li>Assists with the preparation of required reports including, but not limited to NSPIRE, PHAS and SEMAP.</li><li>Ensures privacy and maintains security of confidential materials sent to the Executive Director. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and general reports in an accurate and timely manner.</li><li>Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards, and other materials which would be of historical significance to the Agency.</li><li>Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.</li></ul>Accounts Receivables Responsibilities<ul><li>Oversees and monitors Tenant Account Receivable (TAR) report and carries out the accounts receivable/rent review and collection process in a timely manner. Accepts and processes rental payments in accordance with Agency procedures. Follows up on delinquencies by arranging late payment agreements.</li><li>Processes all accounts receivable billing (rents, work order charges, misc. charges, lock out charges, etc.).</li><li>Reviews all remittance for accuracy to identify errors or questionable data.</li><li>Issues, maintains, and files correspondence regarding returned NSF checks. Implements and ensures collection policies and procedures are followed. Responsible for posting write-off of collection losses for uncollectible receivables, when deemed necessary and approved by Board of Commissioners.</li><li>Researches and resolves unapplied/unidentified cash receipts, reconciles payments and shortages, and maintain auditable records.</li><li>Responsible for posting late fees or other fees, posting adjustments, and posting bank drafts to tenant accounts.</li><li>Assists in preparation and maintaining information required for audits and/or HUD monitoring reviews.</li></ul>Accounts Payable Responsibilities<ul><li>Opens daily mail and stamps with date received. Verifies vendor number, purchase order number, property, quantity, price, and general ledger account number from the related purchase order. Verifies that purchase order has been received by staff and the date received. Ensures that payments to vendors are timely to take advantage of discounts.</li><li>Enters and posts invoices into the financial accounting system. Splits paid charges out to the site level. Ensures that all invoices balance to the batch total in the computer system and files.</li><li>Contacts vendors and/or staff to clarify information, requests information or alerts them of problems such as price variance or quantity discrepancy. Researches any past due invoices and/or statements.</li><li>Processes purchasing card transactions for all employees. Verifies that the receipts match the statement, ensures that there is a purchase order for each item listed on the statement and that procurement requirements are followed. Contacts staff to clarify and/or request information. Enter all statements into the computer system.</li><li>Maintains vendor information, verifies that non-incorporated vendors are set up for 1099&rsquo;s and verifies vendor addresses. Verifies amount to be reported on 1099&rsquo;s, prints and mails 1099&rsquo;s to vendors; sends 1096 form to IRS by deadline.</li><li>Selects invoices to be paid, prints, folds, mails checks and direct deposit notices. Sends positive paycheck information to the bank; and sends electronic payment files to the bank.</li><li>Stops payment, voids and reissues lost or incorrect payments. Research checks information in the bank software. Checks the bank daily for any fraudulent checks.</li><li>Calculates accrued sales tax on tangible goods that have not been taxed. Runs sales and use tax general ledgers for the month. Completes state Sales and Use tax form. If money is owed, process a check to submit with the form and submit before the deadline.</li><li>Allocates payments for monthly financial reports. Creates Excel worksheets including properties, amounts, general ledger numbers, dates, and notes to allocate charges to individuals or to properties. Verifies that the correct properties are being charged.</li><li>Properly make all corrections and/or adjustments through journal entries.</li></ul>Education and ExperienceAssociate degree in public administration, Business Administration or a closely related field from an accredited college or university and three (3) years of responsible Administrative Assistant, and three (3) years of progressively responsible experience in bookkeeping, accounting, finance, or closely related field or an equivalent combination of education and experience.Knowledge and Skills<ul><li>Must possess sound basic planning, scheduling and organizing skills.</li><li>Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.</li><li>Ability to perform a job independently upon receiving general instructions.</li><li>Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias which may include those designated and available on the internet.</li><li>Intermediate mathematical ability for working with real numbers, fractions, percentages, ratios/proportions, and measurements.</li><li>Must be knowledgeable in State requirements regarding Sales and Use Tax, 1099 IRS rules and general accounting principles.</li><li>Intermediate writing skills necessary for report writing, business letters, expositions and summaries with proper format, punctuation, spelling and grammar, using all parts of speech.</li><li>Considerable skills in operating appropriate Agency computer equipment, applicable software such as Microsoft Outlook, Excel and Word and general office machines including 10-Key calculator.</li><li>Ability to deal effectively with sensitive and confidential information.</li><li>Ability to establish and maintain effective, professional, and tactful working relationships with co-workers and persons outside the Agency.</li></ul>Supervision ControlsThe Executive Assistant/Accounting Clerk receives instructions from the Executive Director. Methods of accomplishing work are generally at the discretion of the employee and the employee may determine priorities within established deadlines. Instructions to the Executive Assistant may be general or specific in nature. The employee keeps the Executive Director informed of work progress and finished work is closely reviewed and spot-checked for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory duties.Other Requirements<ul><li>Must possess a valid driver&rsquo;s license and maintain a good driving record.</li><li>Must be available for occasional overnight travel for training.</li><li>Must pass employment drug screening.</li><li>Must pass criminal background check.</li><li>Must work with the highest degree of confidentiality.</li></ul>CompensationAnnual salary range begins at $40,000.00, commensurate with education and experience.Job Type: Full-timePay: From $40,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Location:<ul><li>Monroe, NC 28112 (Preferred)</li></ul>Ability to Commute:<ul><li>Monroe, NC 28112 (Required)</li></ul>Work Location: In person

Executive Assistant / Accounting Clerk

Position SummaryThe Accounting Manager performs sensitive accounting activities associated with the assigned responsibility and oversees the operations of the Finance Department. Responsible for managing, monitoring, and evaluating the general ledger, accounts receivable/tenant accounting, accounts payable/payroll, Section 8 Housing Choice Voucher program and other accounting activities and services of the Finance Department. Directly responsible for ensuring the Agency receives at least a satisfactory rating concerning HUD agency scoring systems, such as National Standards for the Physical Inspection of Real Estate (NSPIRE), Public Housing Assessment System (PHAS), Section 8 Management Assessment Program (SEMAP), or other future HUD required evaluation systems.Responsibilities<ul><li>Recommends and implements Agency goals, objectives, policies and procedures regarding such services and activities.</li><li>Participates in the employee selection process for positions within the Finance Department; and makes recommendations regarding the selection of personnel. Provides direct supervision of staff involved in the performance of accounting and related activities; assigns work activities and projects; and evaluates work performance. Coordinates the provision of staff training and development activities. Recommends and implements progressive disciplinary actions, as required.</li><li>Creates and revises the annual operating budget for all Agency programs. Implements the budget, as approved. Monitors revenues and expenses to identify changes in spending, prepares forecasts for additional funds for consulting services, equipment, materials, and supplies, as required.</li><li>Allocates monthly HUD deposits to proper programs, processes payments received at the main office into proper tenant accounts or against repayment agreement, and code other payments for processing.</li><li>Monitor online bank accounts for third-party tenant assistant payments, enters into Agency software, and notify appropriate Property Manager of receipt of payment.</li><li>Reviews and evaluates existing accounting systems, control systems, and reporting procedures to determine their functionality and effectiveness. Makes recommendations regarding the revision of existing and/or the development of new systems and procedures, as appropriate. Implements such systems and procedures, as approved.</li><li>Responsible for the maintenance of the general ledger and subsidiary records. Prepares monthly and year-end closings. Reconciles financial records, as required.</li><li>Prepares and/or supervises the preparation of complex accounting, auditing and financial reports, statements, and other documents. Analyzes estimated revenue accounts as an aid in determining and estimating budget statistics and forecasts. Prepares financial reports and analyses required by members of the Agency&rsquo;s executive staff, the Board of Commissioners (BOC), HUD, and other funding and regulatory agencies.</li><li>Processes drawdown of eLOCCS payments for monthly grant expenses incurred, Capital Fund draws, and Operating Fund draws. Processes monthly rent run and utility reimbursements for LIPH, processes monthly escrow deposit, and interest for all programs.</li><li>Processes vacancy claims, Vacate Notices, calculates, and processes quarterly vacancy loss adjustments, and tracks and assists Property Managers with insurance claims.</li><li>Coordinates with outside auditing firm to perform year-end financial audits, prepare responses, and implement applicable corrective actions pertaining to audit findings.</li><li>Serves as an internal consultant to executive and senior management staff members on issues related to the assigned area of responsibility. Conducts research and collects and analyzes data regarding such issues. Makes recommendations regarding the resolution of such issues. Participates in the development and implementation of special accounting related projects, and management information systems applications.</li><li>Collects and analyzes data associated with the essential responsibilities of the classification, as required. Prepares reports, memoranda, letters, and other forms of documentation associated with duties and responsibilities. Research and respond to internal and external financial inquiries.</li><li>Conducts periodic department staff meetings. Attends departmental and Agency-wide meetings, and meetings of other operating departments of the Agency, as required. Represents the Finance Department at meetings with vendors, consultants, and external agencies and organizations regarding matters pertaining to duties and responsibilities.</li><li>Oversees all payroll and accounts payable activities and related entries and schedules to ensure accuracy and completion.</li><li>Prepares annual and quarterly financial statements as designated and submits required unaudited and audited financial information in HUD's REAC system. Assists in preparation of the annual audit report Comprehensive Annual Financial Report (CAFR) per Government Finance Officers Association (GFOA) requirements.</li><li>Coordinates schedule with auditors for planning, preliminary audit, and final fieldwork. Ensures all required documentation and schedules are prepared and provided to the auditors timely and accurately and serves as their main point of contact. Ensures appropriate space is reserved for auditors to work while on-site. Ensures CAFR matches all schedules given to the auditors and assists them as needed to finalize the report. Coordinates information and documentation needed from other departments.</li><li>Approves all purchase orders within budget to ensure budgetary authority, coding, and compliance.</li><li>Performs general administrative duties by preparing federal tax related documentation, reports, and schedules; attends meetings with Agency staff, stakeholders, and partners; and conducts training for Agency personnel as needed.</li><li>Attends trainings, webinars, and conferences to stay current with financial management and in compliance with HUD and other pertinent regulations.</li><li>Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.</li></ul>Education and ExperienceA bachelor&rsquo;s degree in accounting or equivalent is required including specialized training in municipal or governmental accounting. Experience must include five (5) years of increasingly responsible accounting or financial auditing experience, with at least three (3) years of experience in a supervisory or management capacity and general knowledge of PHA accounting practices.The following training must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:<ul><li>Fair Housing</li><li>Procurement &amp; Contract Management</li><li>PHA Financial Management</li></ul>Knowledge and Skills<ul><li>Must have knowledge of the State General Statutes, HUD Financial Accounting Requirements, HUD notices and regulations, Generally Accepted Accounting Principles (GAAP), and Governmental Accounting Standards Board (GASB).</li><li>Ability to perform financial analysis.</li><li>High level of communication, leadership, and supervisory skills.</li><li>Must assume Agency-wide fiscal responsibility.</li><li>Computer skills (Excel, Word, PowerPoint), general office machines.</li><li>Advanced ability to read and understand advanced literature, books reviews, technical journals, financial reports, and legal documents.</li><li>Advanced ability to understand and apply fundamental concepts of theories, work with advanced mathematical operations methods, and functions of real and complex variables.</li><li>Must be skillfull in prioritizing, problem solving, formulation, reasoning, analyzing and proofreading.</li><li>Sensitivity to and experience working with the ethnically and culturally diverse individuals, communities, agencies and organizations which comprise the constituency of the Agency.</li><li>Ability to establish and maintain effective, professional, and tactful working relationships with co-workers and persons outside the Agency.</li></ul>Supervision ControlsThe employee receives directions from the Executive Director. Courses of action, deadlines and priorities are established by policy, procedure, rule, regulation, or the Executive Director, depending upon the assignment. Normal duty assignments are performed by the employee based on his/her own judgment. The employee has supervisory responsibility over staff in the Finance department.GuidelinesGuidelines include published laws, regulations, handbooks, financial and accounting standards established through nationally recognized accounting standards boards. If guidelines do not cover a situation, the employee consults the Executive Director. Sound judgment, consistency and accuracy are needed to successfully perform duties.Other Requirements<ul><li>Must possess a valid driver&rsquo;s license and maintain a good driving record.</li><li>Must be available for occasional overnight travel for training.</li><li>Must pass employment drug screening and criminal background check.</li><li>Must work with the highest degree of confidentiality.</li></ul>CompensationAnnual salary range begins at $70,000.00, commensurate with education and experience.Job Type: Full-timePay: From $70,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Location:<ul><li>Monroe, NC 28112 (Preferred)</li></ul>Ability to Commute:<ul><li>Monroe, NC 28112 (Required)</li></ul>Work Location: In person

Accounting Manager

Join Monroe Housing Authority, NC and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Monroe Housing Authority, NC

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Executive Assistant / Accounting Clerk

Accounting Manager