Accounting Clerk

Responsibilities

The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. Verifies payment registers submitted by the Leased Housing Department to ensure accuracy and prepare for check processing. Processes and mails checks for monthly Housing Assistance Payment (HAP) and utility payments on the 1st and 15th of each month. Generates reports for distribution to the Leased Housing Manager-Occupancy.
7. Verify all tenant account receivables (TAR) and deposits into bank daily.
8. Participate in tenant maintenance as needed (included but not limited to mail in payments, move ins/outs, transfers, maintenance work orders, refunds, repayment agreements).
9. Enters, uploads, and prints checks for all purchase orders and vendor invoices.
10. Enters, uploads and submits any manual checks and online payments.
11. When necessary, voids invoices or checks.
12. Files all invoices that have been paid and approved by Chief Executive Officer (CEO) or designee.
13. Processes negative rent reports and prints checks on the 10th of the month.
14. Posts late fees and processes letters to tenants on the 5th of the month.
15. Processes, prints, and mails rent statements on 25th of the month.
16. For preparation for month end, updates all maintenance work orders, balance transfers, security deposit listing, and balance summary.
17. Uploads Daily Statement of Operations (DSO) monthly, interface to General Ledger (G/L), and creates Journal Vouchers (JVs).
18. Approves maintenance charges on a daily basis as they are entered into the system.
19. Date
20. Assists in computing and updating write-offs for fiscal year end.
21. Assists in performing backups to the computer system as needed.
22. Ensure all documents are shredded that are confidential matter.
23. Ensures file room is maintained neatly.
24. Ensures privacy and maintains security of confidential materials sent to the Finance Department.
25. Undertake special assignments from the Chief Finance Officer and provides clerical support to the Department of Finance.

Education and Experience

Two-year (2) associate degree from an accredited college or university or graduate of a licensed business college with one (1) year of progressively responsible experience in bookkeeping, accounting, finance, or closely related field or an equivalent combination of education and experience.

Knowledge and Skills

• Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
• Ability to analyze financial data and generate reports.
• Excellent organizational and time management skills.
• 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.

Pay: $16.75 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person