Accounting Specialist/Payroll Confidential

About Marin Housing Authority / Careers

Annual Salary: $61,294.10-$82,139.96

Status: Regular, Full-Time

Reports to: CFO

Closing Date: March 27, 2025

WHO WE ARE

The Marin Housing Authority (“MHA”) is a small, dynamic agency, well-respected in our field. Our mission is to assist low- and moderate-income people to secure and maintain quality, affordable housing. MHA was recently awarded Public Housing Program of the year in the Northern California region, and the Housing Choice Voucher and the Public Housing programs have been either a high performer or a standard performer in the past few years. With about 60 employees working at MHA, we serve thousands of people through a wide range of programs and services, including public housing for families, seniors and the disabled; housing choice vouchers (Section 8); supportive housing services for special needs populations; rental assistance payments; and financial and technical assistance for moderate-income first-time homebuyers and low-income homeowners. 

POSITION DESCRIPTION

MHA is seeking a highly qualified, detailed-oriented, take-charge professional to become an integral part of the accounting team. This confidential position is reporting to the CFO. Under general supervision, performs technical and detailed work required to produce the Housing Authority's payroll, human resources, 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar or related to the job classification.

• Receives, reviews, verifies and processes time recording documents to prepare a biweekly payroll for all Housing Authority employees; audits such documents for completeness, accuracy and compliance with rules and regulations.
• Maintains records of employee payroll deductions, retirement, insurance choices, garnishments, bargaining unit dues and other factors related to payroll; prepares reports and payments for various tax, financial and insurance organizations.
• Submits payroll data to the contracted payroll service; verifies checks and data produced by the service and distributes them as required; prepares and enters appropriate general ledger entries.
• Reviews, corrects and approves all payroll transaction documents before posting including pay/time/file adjustments, requests for supplemental checks, manual checks and reimbursing warrants.
• Answers questions from employees and supervisors and researches and resolves issues related to payroll, benefits, leave balances, deductions and other payroll related matters.
• Maintains records related to employee benefit plans; acts as liaison with benefit providers to supply information and solve problems; explains rules and coverage to employees.
• 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.
• 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.
• 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.

KNOWLEDGE OF:

• Computerized finance, payroll and computer software and systems related to finance and payroll (Paychex) 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 payroll, accounts payable, accounts receivable and collections related documents.
• Record keeping and filing principles and practices including payroll, personnel and HR files.
• 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, payroll, 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 and payroll 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, payroll, personnel and human resource 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.

REQUIREMENTS

Please see attached job classification for a non-exhaustive list of duties.

EDUCATION/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 payroll, accounts payable, accounts receivable and collections and/or financial and accounting processing, record keeping and personnel file management. Experience in a public agency setting is desirable.

KNOWLEGDE OF:

• Principles and practices in supporting one or more executive managers;
• Modern office practices and procedures;
• Microsoft Office Products;
• Desktop publishing, notary license, and general knowledge of the mission of a housing authority and the population it serves is highly desirable;
• Proper English usage including grammar, spelling, punctuation, filing systems, and vocabulary covering common administrative terminology;
• Record retention practices and requirements;
• Principles and practices of good customer service and supportive listening.

ABILITY TO:

• Preserve confidentiality of sensitive material routinely encountered as part of work assignments;
• Communicate effectively and professionally, both orally and in writing with legislators, Board Directors, diverse and multi-cultural clients, other staff, and the general public;
• Work collaboratively as a team and establish and maintain effective working relationships with others;
• Use tact, discretion and prudence in dealing with those contacted in the course of the work;
• Independently analyze situations and take appropriate action within established guidelines;
• Meet multiple deadlines under pressure;
• Record information and prepare correspondences and reports;
• Type a minimum of 60 wpm.

COMPENSATION / BENEFITS

Annual salary range is $61,294.10-$82,139.96. Our current comprehensive benefits package includes a generous monthly allowance for medical; dental, vision and life insurance monthly premiums fully covered by the authority; CalPERS retirement 2% @ 62; a 457 deferred compensation plan; 12 paid sick days per year; 10 days paid annual leave per year for the first two years, and will progressively increase as years of service increase (up to 30 days per year); 40 paid floating holiday hours and 13 paid holidays. Other benefits include: FSA accounts, 457(b) plan, tuition reimbursement policy. Finally, the Housing Authority has 9/80 schedule available to employees, which, upon supervisor approval, allows eligible employees to have every other Friday off.

TO APPLY

To be considered for this excellent job opportunity, you must submit a completed Marin Housing application by the end of the day on March 27, 2025 at www.marinhousing.org/careers. We prefer for applications to be submitted on our website. Hearing impaired TDD, please call 1-800-735-2929.  Please do not fax applications.

EXAMINATION PROCEDURE

Following review of applications/resumes and additional documentation, the most highly qualified candidates will be invited to continue in the selection process. The selection process may consist of a written test, practical exam, oral interview or any combination. Eligible applicants will be notified by email of the exact time and place of assessment and interview. 

Offer of employment may be contingent upon successful completion of a background check, which includes but not limited to, reference check, degree verification, criminal records check.

In compliance with the Immigration Reform Act of 1986, individuals offered employment by Marin Housing would be required to show the specified documentation as proof of authorization to work in the United States before hiring would occur.