Bookkeeping Specialist I

Purpose: Provides a variety of Bookkeeping tasks in the maintenance of the agency’s accounts payable, accounts receivable and/or payroll processing, as required. The essential bookkeeping functionality of the Finance Department will be delivered in a timely, efficient and accurate manner within all regulatory requirements or deadlines and agency policies.

Essential Tasks of the Position(s):

Accounts Payable:

• Processes invoices and purchase order on daily basis and in a timely manner
• Processes utility billings including entry to Consumption Reporting System
• Issues payments/checks both automated/manual for invoices as directed and in accordance with agency policies
• Maintains service/maintenance contract and vendor files including telephone records, Tax ID Numbers, etc.
• Maintains additions of Fixed Assets as purchased to Fixed Asset module
• Closes monthly accounts payable ledger/module
• Maintains a variety of sub-ledgers and/or schedules as required by supervisor
• Prepares a variety of reports for supervisor and/or other managerial employees of the agency
• Maintains working knowledge of HUD regulatory changes and/or Agency policies

Accounts Receivable:

• Process Tenant Payments on a daily basis
• Process and/or review Daily Statement of Operations (DSO) from various sites
• Work with Director and Associate Director of Property Management as required
• Reconcile Accounts Receivable accounts to sub ledger for all balances
• Processes Tenants Accounts Receivable (TAR) Monthly Statements
• Provide accurate TAR report, Aging Report, Write off Listing, Schedule of Tenants’ Deposits in a timely manner
• Performs Month End Close procedures

Payroll:

• Bookkeeping support role for Payroll Related functions

Secondary Tasks of the Position:

• Provides back-up services for all bookkeeping sub-functions, as directed
• Compiles and prepares monthly requisition for office supplies and distributes as needed
• Serve as member of Bookkeeping Team within the Finance Department
• Works on, researches and completes special projects, as assigned by Director or Associate Director of Finance
• Performs other duties as assigned within class
• Maintains high degree of confidentiality relative to all records and procedures

Position Requirements and Qualifications:

Education Level

• High School Diploma, required
• Additional education/training in bookkeeping, preferred

Experience in Related Field

• Two years’ experience in related bookkeeping field, required
• Two years experience in use of automated bookkeeping systems, required

Knowledge, skills, abilities, licenses and certifications

• Data entry skills
• Working knowledge of bookkeeping techniques, working knowledge of business math and familiarity with accounting procedures
• Skill in utilizing a calculator, PC, Word for Windows, Excel with speed and accuracy
• Working knowledge of office practice and procedures
• Working knowledge of federal and state labor laws, COBRA rules and regulations

Working Conditions:

Environmental Parameters

• Ability to work in an office environment

Physical Demands

• Strength: Not applicable
• Type: Ability to perform clerical duties; bending over to low files, reaching high files
• Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move an object. Work involves sitting most of the time, but may involve walking or standing for brief periods of time

Work Schedule:

• Ability to work 35 hour week
• Ability to occasionally maintain flexible hours to complete essential tasks and special projects, as assigned

Equipment Used:

• Competency in operating calculator, printers, computer and related software involving automated accounting systems
• Competency in operating computers/accounting/software, printers and other office equipment including multi-line telephone and fax

Aptitude Requirements:

Cognitive

Analytical:

• Ability to apply principles of logical thinking and to define problems
• Ability to collect data, establish facts and draw valid conclusions
• Ability to solve practical problems and deal with a variety of concrete variables
• Ability to interpret a variety of instructions furnished in written, verbal, or schedule form

Communication:

• Ability to draft work related documents
• Ability to log in data and draft accounting summaries
• Ability to record and deliver information

Ability to answer inquiries from others including residents/public, vendors, providers of services and coworkers within and outside of Finance Department

• Ability to converse with disgruntled residents and the general public
• Ability to draft reports with proper format, punctuation, spelling and grammar

Mathematical:

• Ability to deal with system of real numbers
• Ability to use practical application of fractions, percentages and proportions
• Ability to compile, compute and reconcile complex mathematical information in audit or statistical form

Administrative Detail:

• Ability to complete forms; record and locate data accurately
• Ability to pay close attention to detail and accurately distinguish data from different sources

Manual

Motor Coordination:

• Ability to accurately reach, feel or handle equipment used in daily routine

Finger Dexterity

• Ability to pick, pinch or otherwise work with fingers to operate above equipment

Manual Dexterity:

• Ability to seize, hold, grasp, turn or otherwise work with hands to operate above

Visual

Near Vision:

• Clarity of vision at 20 inches or less

Mid-range Vision:

• Clarity of vision at distance of more than 20 inches and less than 20 feet

Far-range Vision:

• Clarity of vision at a distance of more than 20 feet

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The requirements for this position are indicative of the physical and mental capacities needed to satisfactorily perform the duties for the position. Reasonable accommodations, as required by the Americans With Disabilities Act will be granted wherever possible