Accounting Specialist Description

About Marin Housing Authority / Careers

Established: March 2009

Definition

Under general supervision, performs technical and detailed work required to produce the Housing Authority's accounts payable, accounts receivable, and collections processes; establishes and maintains detailed and accurate vendor, landlord, tenant and financial records; performs a variety of financial processing activities including vendor and Section 8 accounts payable payment production; performs a variety of collections related functions and prepares a variety of reports on a scheduled basis; and performs related work as assigned.

Supervision Received and Exercised

General supervision is received from the Chief Financial Officer.

Class Characteristics

This is a journey level class that performs a variety of technical duties in support of the Housing Authority's finance, Section 8, human resources and collection systems. The incumbent is responsible for the overall accounts payable, Section 8 payments, accounts receivable and collection functions for the Housing Authority. This class is distinguished from the Accountant class by its responsibilities related to agency-wide journey level accounting functions; accounts payable, Section 8 payments, accounts receivable and collections.

Example of Duties (Illustrative Only)

• Reviews purchase orders and invoices for payment to vendors to ensure proper documentation and authorization; ensures that there are sufficient funds for payment as needed.
• Inputs invoice and payment information on the computer; produces and distributes checks; prepares reports regarding accounts payable; enters, edits and retrieves data and prepares a variety of periodic manual and computer generated reports.
• Processes all payments for Section 8 rental payments to the appropriate property owner or property manager; maintains appropriate files and makes general ledger postings as required.
• Processes all Intra Period Check runs for Section 8 rental payments which are not part of the monthly rent roll process (e.g., move-ins and move outs).
• Provides information to operating staff, vendors, contractors and others regarding receivables, collections, invoices and payment status.
• Inputs tenant utility usage into the financial systems on a monthly basis and reconciles usage totals to the vendor supplied billings.
• Calculates and reconciles actual utility consumption data in support of the Housing Authorities annual operating subsidy submissions to HUD.
• Performs and/or supervises vendors in the preparation of various income tax related forms and filings such as 1099’s.
• May perform a variety of finance analysis and research in the effort to maximize agency/departmental resources.
• Prepares cash processing wires, manual deposits, portability payments, and miscellaneous cash including general ledger and tenant accounts receivable.
• Prepares accounts receivable month-end close; reconciles aged delinquency, security deposit and installment plan reports.
• Processes move-in and move-out financial paperwork and posts all credits and adjustment charges to accounts.
• Analyzes aged accounts receivable records and performs aging of those records to determine the level of outstanding collections over time.
• Generates communications on outstanding collection accounts and performs normal collections procedures to collect on outstanding receivables.
• Assist other accounting specialists in the performance of their duties, including payroll and to provide backup coverage for periods of time related to leave, training and vacation.
• Prepares various account reconciliations, adjusting journal entries and ad-hoc reporting in support of the financial functions of the Housing authority.
• Perform other related work as assigned.

Qualifications

Knowledge of:

• Computerized finance systems and computer software and systems related to finance processes.
• Basic accounting, finance record keeping and financial document processing procedures.
• Financial reporting and payment requirements of various state and federal agencies.
• Principles and practices of auditing accounts payable, accounts receivable and collections related documents.
• Record keeping and filing principles and practices.
• Techniques for dealing with the employees, vendors, agency clients and others in person and over the telephone.
• Standard office practices and procedures, including the use of office equipment.

Skill in:

• Interpreting, applying and explaining policies, procedures and regulations of accounting, accounts payable, accounts receivable and collection processes.
• Understanding and interpreting the principles, laws, rules, regulations and procedures involving the Housing Authority record keeping functions.
• Reviewing financial documents for completeness and accuracy.
• Reviewing, posting, balancing and reconciling financial records.
• Maintaining accurate financial records and producing accurate reports in a timely manner and making accurate arithmetic calculations.
• Working closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex accounting issues and exercising sound independent judgment within procedural guidelines.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited college or university in Accounting or Finance and two years of experience that has included the maintenance, processing and preparation of accounts payable, accounts receivable and collections and/or financial and accounting processing and record keeping. Experience in a public agency setting is desirable. 

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.