Executive Assistant / Accounting Clerk

Position Summary

Performs 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

• 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.
• 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.
• 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.
• Maintains calendar for the Executive Director scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.
• Arrange travel/training registration for the Executive Director, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.
• Assists in facilitating efficient administrative support for all Agency operations and programs and activities of the Executive Director.
• Coordinates and schedules grievances/disciplinary action appeal hearings upon reaching the Executive Director’s level.
• 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.
• 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.
• Locates and attaches appropriate files to correspondence to be answered by the Executive Director.
• 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.
• Prepares reports or other correspondence as directed by the Executive Director, including bi-weekly agendas, staff meeting agendas, etc.
• Assists the Executive Director with the design and implementation of interdepartmental procedures.
• Ensures that the Executive Director is informed concerning events, circumstances, etc., which affect the operation and reputation of the Agency.
• Assists the Executive Director with long-term strategic planning, conducts research as necessary, and develops reports and analyses as required to achieve agency goals.
• Assists with the development of the Agency’s Annual and Five-Year Plan.
• Assists with the preparation of required reports including, but not limited to NSPIRE, PHAS and SEMAP.
• 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.
• 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.
• 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.

Accounts Receivables Responsibilities

• 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.
• Processes all accounts receivable billing (rents, work order charges, misc. charges, lock out charges, etc.).
• Reviews all remittance for accuracy to identify errors or questionable data.
• 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.
• Researches and resolves unapplied/unidentified cash receipts, reconciles payments and shortages, and maintain auditable records.
• Responsible for posting late fees or other fees, posting adjustments, and posting bank drafts to tenant accounts.
• Assists in preparation and maintaining information required for audits and/or HUD monitoring reviews.

Accounts Payable Responsibilities

• 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.
• 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.
• 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.
• 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.
• Maintains vendor information, verifies that non-incorporated vendors are set up for 1099’s and verifies vendor addresses. Verifies amount to be reported on 1099’s, prints and mails 1099’s to vendors; sends 1096 form to IRS by deadline.
• 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.
• Stops payment, voids and reissues lost or incorrect payments. Research checks information in the bank software. Checks the bank daily for any fraudulent checks.
• 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.
• 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.
• Properly make all corrections and/or adjustments through journal entries.

Education and Experience

Associate 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

• Must possess sound basic planning, scheduling and organizing skills.
• Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
• Ability to perform a job independently upon receiving general instructions.
• Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias which may include those designated and available on the internet.
• Intermediate mathematical ability for working with real numbers, fractions, percentages, ratios/proportions, and measurements.
• Must be knowledgeable in State requirements regarding Sales and Use Tax, 1099 IRS rules and general accounting principles.
• Intermediate writing skills necessary for report writing, business letters, expositions and summaries with proper format, punctuation, spelling and grammar, using all parts of speech.
• 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.
• Ability to deal effectively with sensitive and confidential information.
• Ability to establish and maintain effective, professional, and tactful working relationships with co-workers and persons outside the Agency.

Supervision Controls

The 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

• Must possess a valid driver’s license and maintain a good driving record.
• Must be available for occasional overnight travel for training.
• Must pass employment drug screening.
• Must pass criminal background check.
• Must work with the highest degree of confidentiality.

Compensation

Annual salary range begins at $40,000.00, commensurate with education and experience.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Location:

• Monroe, NC 28112 (Preferred)

Ability to Commute:

• Monroe, NC 28112 (Required)

Work Location: In person