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HUD Public Housing, HCV & Grant Programs (Tenmast & Yardi Experienced)

Position Summary

The Bookkeeper provides comprehensive, HUD-compliant accounting and financial reporting services for the Tallahassee Housing Authority's Public Housing, Capital Fund, and Housing Choice Voucher (Section 8) programs. The position is responsible for maintaining accurate general ledgers, preparing monthly and annual financial statements, ensuring compliance with HUD regulations, and supporting audits, REAC submissions, and internal control reviews. The role utilizes Tenmast and Yardi accounting systems to ensure consistency, accuracy, and compliance across Agency programs.

Core Responsibilities

General Ledger & Monthly Accounting

• Maintain complete and accurate general ledgers in compliance with HUD accounting protocols using Tenmast and/or Yardi platforms.
• Post journal entries timely and accurately, including accruals, reclasses, subsidies, grants, and miscellaneous cash transactions.
• Prepare and reconcile monthly trial balances, balance sheets, income statements, and general ledger detail reports.
• Perform monthly bank reconciliations, including interest, fees, cash accounts, and P-card activity.
• Maintain HUD disbursement schedules and monitor HUD-held and PHA-held reserves.

HUD Program Accounting & Compliance

• Record and reconcile financial transactions for Public Housing, Capital Fund Program (CFP), and Housing Choice Voucher (HCV) programs using HUD-compliant accounting structures within Yardi and Tenmast.
• Reconcile CFP grants, operating subsidy receipts, FSS transactions, TARS, prepaid insurance, PILOT accruals, and other HUD-related accounts.
• Calculate asset management fees and prepare required cash transfers accurately and timely.
• Prepare and submit required HUD financial tools and schedules, including VMS/VMA Review (2-Year Tool).

Financial Reporting & Analysis

• Prepare monthly financial statements and supporting schedules using Tenmast and Yardi reporting modules.
• Analyze budget-to-actual and month-to-month variances and provide clear written explanations to management.
• Maintain quarterly cash summaries and financial tracking schedules.
• Provide custom financial reports from Yardi and Tenmast systems as requested by Agency leadership or the Board.

Budgeting & Year-End Close

• Assist with the preparation of annual operating budgets and budget revisions in coordination with Agency management.
• Support fiscal year-end closing processes, including closing revenue and expense accounts across all programs.
• Prepare year-end closing statements and documentation in advance of HUD and regulatory deadlines.

REAC, FDS & Audit Support

• Prepare and submit the unaudited Financial Data Schedule (FDS) to HUD REAC.
• Generate and organize audit workbooks and backup documentation from Yardi and Tenmast systems.
• Perform ongoing pre-audit reviews to mitigate potential audit findings.
• Coordinate directly with external auditors and assist Agency staff in responding to HUD audits, reviews, and inquiries.

Internal Controls & Advisory Support

• Review accounting processes within Yardi and Tenmast environments and recommend improvements to internal controls.
• Advise the Executive Director and Board on financial impacts of operational or policy decisions.
• Identify and promptly report any fiscal anomalies or compliance concerns requiring management attention.

Training & Collaboration

• Train Agency accounting staff on HUD accounting requirements and best practices within Yardi and Tenmast software.
• Provide procedural documentation and user guidance to support consistency and compliance.
• Maintain professional communication and collaboration with Agency leadership, staff, and auditors.

Required Qualifications

• Minimum 5 years of professional accounting or bookkeeping experience, with at least 3 years supporting HUD-funded housing programs.
• Demonstrated experience with Public Housing, Capital Fund, and Housing Choice Voucher (Section 8) accounting.
• Hands-on experience using Yardi accounting software, including general ledger, reporting, and reconciliation functions.
• Working knowledge of Tenmast financial modules or comparable HUD-compliant housing authority software.
• Strong understanding of HUD regulations, REAC/FDS submissions, and federal grant accounting requirements.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, or a closely related field.
• CPA, CMA, or other relevant professional certification.
• Prior experience supporting housing authority executive leadership and boards.

Performance Standards & Quality Assurance

• Accurate, timely monthly and annual financial reporting using Yardi and Tenmast systems.
• Consistent compliance with HUD reporting deadlines and regulatory requirements.
• Proactive discrepancy resolution prior to audit review.
• Professional, responsive service to Agency leadership and stakeholders.

Reporting Relationship

• Reports directly to the Executive Director or designated Agency representative.