Accts Rec/Payable Specialist

Accts Rec/Payable Specialist

COMPENSATION: PUBLIC SECTOR BENEFITS, INCLUDING ENROLLMENT IN THE NJ STATE HEALTH BENEFITS PROGRAM AND PENSION SYSTEM; PAID HOLIDAYS, PAID VACATION/PERSONAL LEAVE, AND SICK LEAVE.

Definition:Under the direct supervision of the Fiscal Operations Coordinator and indirect supervision of the AP/AR Supervisor, the Accounts Payable/Accounts Receivable (AP-AR) Specialist is responsible for performing technical and complex accounting functions related to the day-to-day management of accounts payable and receivable. The incumbent ensures accurate processing of vendor invoices, rent billing, utility bills, and payments while maintaining confidentiality and meeting critical deadlines. The AP-AR Specialist collaborates closely with JCHA staff across departments and may assume temporary responsibilities of the Fiscal Operations Coordinator as needed.

All activities must support the Jersey City Housing Authority (JCHA) mission, strategic goals, and ONE-JCHA values.

Essential Responsibilities

Ø Process vendor invoices and payment voucher requests accurately following accounting and finance workflow procedures.

Ø Prepare and support month-end, quarter-end, calendar year-end, and fiscal year-end closings as part of the accounting team.

Ø Maintain a confidential and well-organized filing system for source documents and supporting files, including utility bills (water, sewer, electric, gas, fuel oil).

Ø Serve as a backup for the monthly computerized rent billing (“rent run”) and ensure rent statements are distributed to residents timely.

Ø Serve as a backup for the monthly Sec 8 HAP Run to ensure the HAP payment are processed timely and accurately.

Ø Scan and receipt miscellaneous payments and checks according to accounts receivable procedures.

Ø Reconcile monthly vendor statements against invoices to ensure accuracy.

Ø Prepare routine correspondence, periodic statements, and maintain records and statistical data related to accounts payable and receivable.

Ø Assist with investigating and documenting potential fraud or discrepancies; provide follow-up as necessary.

Ø Respond promptly to internal and external inquiries related to AP/AR, including vendor and resident questions.

Ø Review and release confidential financial documents only with proper approval to protect sensitive information.

Ø Handle vendor phone inquiries, resolve issues accurately, and provide progress reports when requested

Ø Support Accounting & Finance department projects as needed.

Ø Place office supply orders for Finance through Procurement.

Ø Inform management promptly of issues or concerns requiring attention or follow-up.

Ø Perform other duties as assigned.

REQUIREMENTS AND QUALIFICATIONS:

Education/Experience/License:

Education: Associate’s or Bachelor’s degree in accounting, Finance, Business Administration, or related field is required.

Experience: Minimum of three (3) years of progressive experience in accounts payable/accounts receivable or related accounting functions, preferably in a public housing or nonprofit environment.

Knowledge and Abilities:

Ø Thorough knowledge of accounts payable and receivable processes, including invoice verification, payment processing, and reconciliations.

Ø Proficient with accounting software and financial management systems; experience with utility billing systems is a plus.

Ø Strong organizational skills with excellent attention to detail to ensure accuracy in financial records and reporting.

Ø Ability to prioritize multiple tasks and meet strict deadlines in a fast-paced environment.

Ø Effective communication skills to interact professionally with vendors, residents, and internal staff.

Ø Ability to maintain confidentiality and handle sensitive financial information with discretion and integrity.

Ø Strong problem-solving skills to investigate discrepancies and resolve billing and payment issues.

Ø Proficient in Microsoft Excel for data analysis, spreadsheet creation, and financial reporting.

Ø Ability to work independently as well as collaboratively within a team.

Ø Strong analytical skills to support audit preparation and compliance monitoring.

Ø Familiarity with government or public housing accounting regulations and procedures preferred.

Physical Demands

Frequent standing, walking, sitting, and using hands for handling or feeling objects.

Ability to lift or move up to 10 pounds regularly; occasionally up to 25 pounds.

Specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

Work Environment

Standard office environment with a moderate noise level.

This job description is not intended to be an exhaustive list of all duties that may be assigned. Additional tasks may be required from time to time.

JCHA is an Equal Employment Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Consistent with the Americans with Disabilities Act (ADA) and New Jersey civil rights law, it is the policy of Jersey City Housing Authority (JCHA) to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship.

NEW JERSEY RESIDENCY MUST BE MET WITHIN ONE YEAR FROM EMPLOYMENT DATE

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POSITION REQUIREMENTS AND QUALIFICATIONS:

• Education: A.A./A.S. in Accounting, Business Administration or related field.
• At least 2-3 years experience fast paced business setting experience in Accounts Payable and Accounts Receivable.
• Minimal training will be provided and must be ready to hit the ground running.
• Very knowledgeable in Microsoft Excel is required (Sumifs, Filter, Conditional Formatting)
• Accounting software experience preferred (QuickBooks, Yardi, etc.)

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• Must have strong organizational skills, communication skills, and interpersonal skills.
• Proficient in other Microsoft Office programs, (Word, PowerPoint, etc.)
• Ability to work alone and complete large tasks in specified time periods
• Excellent communication, organizational and interpersonal skills
• Ability to multi-task and work under tight deadlines
• Must be detailed and results-oriented

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to handle or feel; reach with hands and arms; talk and hear. The employee may regularly lift and/or move up to 10 pounds and occasionally lift and/ or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

BEHAVIORAL COMPENTENCIES

To perform the job successfully, an individual should demonstrate the following behavioral

competencies:

• Commitment: Sets high standards of performance; pursues challenging goals with persistence; strives for results and success; conveys a sense of urgency to brings projects and issues to closure.
• 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; and extends the same customer service mindset to interactions with work colleagues and internal stakeholders.
• Effective Communication: Ensures that important information is timely shared with 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; and listens effectively.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; and does fair share of work. Follows established work flows with fidelity.
• Ability to deal effectively with situations requiring tact and diplomacy.
• Ability to Manage Challenges Effectively: Remains cool, calm and collected in order to make clear-headed decisions while under pressure, especially during closings: month-end, quarter, calendar year-end, fiscal year-end and budget seasons.

NEW JERSEY Residency must be met within One Year from employment date.

JCHA VACCINATION POLICY

As a condition of employment, JCHA requires all employees to be immunized by vaccination against COVID-19 unless granted a medical or religious exemption. This policy is designed to protect the health of those within our community and to serve as a public health measure for those within the broader community. The COVID-19 vaccines currently available in the United States are highly effective at decreasing the likelihood of contracting COVID-19, preventing serious illness in vaccinated individuals who contract COVID-19, and mitigating the spread of the disease.

Employees who join the company after 01/21/2022, will be required to provide proof of full vaccination or complete a medical or religious exemption form to be submitted for approval prior to their start date.

Jersey City Housing Authority is proud to employ a diverse workforce and is a Fair Housing and Equal Employment Opportunity employer.

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