The accountant performs Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines in maintaining complex accounts within established accounting systems. This position assists the accounting staff to explain accounting policies and procedures and resolve accounting discrepancies and disputes. This position oversees the operation of the Finance Department in the absence of the Chief Financial Officer and Director of Finance.
In general, this position responsibilities involve checking/matching/researching data and verifying accuracy of accounting documents to process, record, balance, and/or reconcile transactions, data and/or input/output in accordance with established internal guidelines, procedures, and practices.
Essential Job Functions
Perform duties and responsibilities commensurate with assigned functional area which may include any combination of the following tasks:
PERFORMANCE AREA #1
This position requires a greater depth of knowledge in accounting practices and principles and the ability to analyze complex accounting data through research/validation/process and in the degree of independent judgment/action allowed in problem-solving activities. At the highest level, this position requires the capability to develop new or revise accounting procedures with limited supervision. This position is expected to share its skills and knowledge with personnel serving as a direct resource for direction, training, and guidance.
Verifies bank statements balances for accuracy and completeness with appropriate subsidiary ledger transactions. Codes remaining banking transactions to the proper general ledger account. Verifies general ledger balances to the reconciled bank balance. Identifies accounting system problems or weaknesses.
Reconciles general ledger and makes corrections necessary to balance the general ledger to subsidiary ledgers.
Monitor budget balances, identifies issues, and formulates corrective actions to inform and support the Chief Financial Officer and accounting staff.
Confer with Chief Financial Officer and accounting staff to explain accounting policy and processes and resolve accounting discrepancies or disputes associated with account balances and reconciliations.
Print and review monthly balance sheet and revenue/expense statement for each fund assigned by supervisor. Monthly reports are to be reviewed by the Chief Financial Officer for approval. Review budget to actual as assigned by Director of Finance and/or Chief Operating Officer. Record changes in staffing in the payroll software based upon established procedures, complete bi-weekly payroll through the payment process to individual employees and assist supervisor with timekeeping duties.
Review health insurance, retirement, and disability insurance invoices monthly. Prepare excel spreadsheet for payment.
Assist CFO/Director with assigned budget tasks.
Prepare closing entries for general ledger year end for the routine established journal entries, such as “accrued expenditures”.
Prepare drawdown of e-LOCCS for all grant programs and Operating Fund. Maintain records for auditor review based on HUD compliance requirements.
Update fixed assets in software and depreciation worksheets as assigned by the Chief Financial Officer and/or Director of Finance.
PERFORMANCE AREA #2
Oversee the following funds to include assisting accounting staff and department managers. Verify the accuracy of transactions to include the chart of accounts and all individual general ledger transactions recorded in software:
All General ledgers, including financial statements for:
Palm Beach County Housing Authority.
The SPECTRA Organization, Inc.
Banyan Club Apartments Holding Corporation
New South Bay Villas, LTD
All related parties, affiliates and instrumentalities.
PERFORMANCE AREA #3
Prepare management fees earned with appropriate documentation for all AMPS and the Section 8 Housing Choice Voucher program. Initiate interfund transfers from completed documents.
Prepare monthly Section 8 Housing Choice Voucher Programs Voucher Management System (VMS) report utilizing the Section 8 standard monthly reports generated from the software, and the monthly budgeted revenue/expense statement and balance sheet prepared by the accounting staff assigned.
Review data with the Chief Financial Officer and/or Director of Finance as assigned for approval. Confer with the Section 8 staff on matters relating to utilization.
Attend monthly VMS meetings with Section 8 staff, CFO, and other assigned staff. Allow supervisor to review final submission and approve. Submit approved monthly VMS report through the HUD electronic system on a timely basis.
Complete the financial data schedule with assistance from the Chief Financial Officer for year-end electronic reporting of the unaudited financial submission for the Section 8 Housing Choice Voucher program based upon previous training and established procedures.
PERFORMANCE AREA #4
Knowledge of computerized accounting systems and standardized desktop applications including the following:
Word processing applications (MS Word, Outlook).
Spreadsheets (Excel).
Graphical presentation software (PowerPoint).
Computerized accounting systems (i.e. Project-based Management, 2000 plus Landlords, HUD/FHA, internal software programs, etc.
This position shall process work in a manner that results in a complete and evident audit trail; receive continuous on-the-job training to identify tools, resources and other sources of information that will be relevant to the type/nature of accounting-related activities and assignments and attend periodic training sessions designed to impart updated information for use as reference/resource in performing job duties.
This position shall be knowledgeable of all software programs, equipment, and systems required to perform job-related tasks and duties. This includes expertise on the policies and procedures associated with performing the tasks and duties.
This position shall perform miscellaneous tasks not listed in this document.
This position's work is supervised; however, not all aspects of the work are closely supervised. Those job elements that this position has demonstrated competency in performing are moderately supervised. Only new work activities are assigned in a detailed manner, and progress is more typically reviewed when tasks are completed rather than while they are being completed.
Technical Skills
1. Accounting Processing: A strong grasp of accounting procedures and processes is essential. This includes accurately processing supporting documentation, verifying account details, ensuring proper coding, and obtaining necessary approvals.
2. Financial Software Proficiency: Proficiency in using accounting software (such as QuickBooks, SAP, Oracle, etc.) is crucial for entering invoices, journal vouchers, and conducting reconciliations. Familiarity with relevant modules like accounts receivable, accounts payable, general ledger, and reporting functions is beneficial.
3. Data Analysis and Research: The ability to analyze data and conduct research is important for resolving discrepancies in accounts payable. This skill involves identifying errors, tracking down missing information, and making necessary adjustments through journal entries.
4. Communication and Collaboration: Effective communication skills are key for interacting with vendors, colleagues from different departments, and auditors. You'll need to collaborate to obtain invoice approvals, clarify discrepancies, and respond to inquiries promptly and professionally.
5. Financial Reconciliation: Understanding how to reconcile subsidiary aging reports, bank transfers, cash receipts, and other financial transactions is important for maintaining accurate financial records. Reconciliation ensures that the financial statements reflect the true financial position of the company.
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
Attention to Detail: Given the role's responsibilities in reviewing ledgers, checking accuracy, and identifying discrepancies, having a strong attention to detail is crucial. Mistakes can lead to financial inaccuracies and potential issues down the line, so being meticulous is essential.
Communication Skills: As an accountant, you'll need to interact with various departments, vendors, and internal staff. Clear and effective communication is important when following up on invoice approvals, addressing inquiries, and collaborating with others to ensure accurate information and smooth processes. Focusing on solving conflict, not blame; maintaining confidentiality and listens without interrupting.
Problem-Solving: In the event of discrepancies or issues with invoices, the ability to research, analyze, and rectify problems is vital. This could involve identifying root causes, suggesting solutions, and preparing adjustment journal entries to correct errors.
Organizational Skills: Managing accounts payable involves handling a significant amount of data, documents, and tasks. Strong organizational skills are essential for keeping track of invoices, payments, journal entries, and other financial records accurately and efficiently.
Knowledge, Skills, and Abilities
Knowledge of HUD, and other federal, state, and local policies, procedures, and regulations related to public housing authority rehabilitation and development projects.
Standards and practices for establishing and maintaining valid accounting documentation and a credible audit trial.
Ability to compile data and prepare reports, charts, graphs, and tables.
Knowledge of the principles and practices of budgeting and budget administration, contract negotiation, procurement, real estate development, grants management, project management, and construction management
Experience working with or for an affordable housing developer, tax credit investor, bank, housing finance corporation or community lending institution.
Establish and maintain effective working relationships with internal staff and external stakeholders as required by job responsibilities.
Knowledge of standard office procedures, including filing, and standard office equipment, including computer, fax, copier, telephone system
Ability to analyze reports and data, compare budgets, and formulate recommendations.
Performs duties independently.
Initiative-taking and capable of independent work on multiple tasks and projects.
Use automated systems and operates office equipment/software at an acceptable level of proficiency.
Education and/or Experience
This position requires a Bachelor’s Degree in Accounting or related field from an accredited college or university. In addition to the educational requirements, this position is required to have and finance experience. Experience working for another housing authority is desired but not required.
Experience must demonstrate comprehension and application of Generally Accepted Accounting Principles
(GAAP) and Governmental Accounting Standards Board (GASB) guidelines. Professional certifications are desirable but not required.
Experience and/or specific education in four (4) or more accounting support functions are a prerequisite. This position also focuses on providing a training opportunity. This position performs complex accounting assignments in accordance with standard operating procedures and precedents. Knowledge of the sources and availability of specific information is required, and this position is required to be familiar with Palm Beach County Housing Authority’s Accounting’s guidelines and procedures.
Physical Demands
Ability to occasionally climb stairs; kneel, crouch or crawl to retrieve files, drawings, etc.; and occasionally lifting and/or moving up to 25 pounds.
Special Requirements
Must have a valid State of Florida driver’s license and an insurable driving record for the last three (3) years, and maintain such valid driver’s license and insurable driving record while employed by the Palm Beach County Housing Authority. Applicant must be bondable and insurable by the insurance carrier of the Palm Beach County Housing Authority.
Job Type: Full-time
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
10 hour shift
Ability to Commute:
West Palm Beach, FL 33406 (Required)
Ability to Relocate:
West Palm Beach, FL 33406: Relocate before starting work (Required)
Work Location: In person