Modernization Clerk

ROCKFORD HOUSING AUTHORITY

Job Description

MODERNIZATION CLERK

SALARY LEVEL: SCHEDULE A LEVEL 8

DEPARTMENT: DEVELOPMENT - PROCUREMENTUNION: AFSCME SUPERVISOR: Finance Director or Designee

PRIMARY RESPONSIBILITIES: This position is responsible for assisting the Procurement and Development Department with all aspects of financial transaction tracking, including but not limited to capital fund expenditures, Section III compliance, and data entry. This shall include all Capital Fund Program grants as well as various operations contracts and/or purchases. Duties focus on routine and non-routine accounting and clerical work including but not limited to preparing data for entry to computer, opening mail, filing, reviewing invoices and answering telephones. The incumbent is responsible for the maintenance of a variety of financial and purchase order records, using accepted accounting practices and internal guidance materials, and data entry to any Housing Authority/HUD software system, and report submission of same. Develops and maintains spreadsheets, processes and prints various financial reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1.Assists with all Capital Fund Program (CFP) budgets, budget revisions, quarterly/semi-annual reports, preparation of recommendations and HUD submissions and certifications.

2.Responsible for maintaining all CFP files.

3.Responsible for posting all CFP obligations and expenditures and reporting the same, on a monthly basis to Director of Finance, HUD via LOCCS and EPIC, and others as directed.

4.Coordinate special work projects assigned by the Director of Finance or designee, such as, but not limited to, analyzing of accounts before preparation of financial statements; preparation of a variety of HUD reports; storing and disposition of aging records using HUD guidelines. Responsible for coordinating and collection of all information pertaining to and submitting all 5 year and annual plans.

5.Performs duties of department Receptionist, which include managing all incoming/outgoing calls and communicating with visitors of the department. Communicating with all prospective bidders, clients, vendors and residents.

6.Understand and follow Rockford Housing Authority policies and procedures.

7.Data entry for any automated system, as assigned.

8.Responsible for typing of letters, reports, and forms.

9.Responsible for filing and scanning

10.Responsible for the preparation of data for entry to computers, including CFP, recurring journal entries.

11.Responsible for Section 3 policy and reporting - all HUD submissions within EPIC system

12.Ensures Agency & HUD Compliance within purchase order systems

13.Prepare and maintain spreadsheets used in tracking invoices, account analysis, budget forecasting, etc.

14.Coordinates and attends all Development and Procurement resident meetings. SPECIFIC DUTIES

1.Tracks obligation and expenditure of all CFP funds and operations funds as directed.

2.Reviews invoices for accuracy and recommends the same for payment in accordance with established procedures.

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3.May assist with the monthly reconciliation for obligated and expended funds in all open CFP grants with LOCCS and updates information in LOCCS on a monthly basis.

4.May assist with monthly CFP obligated and expended internal reports for each open CFP grant work item with a detailed transaction listing.

5.May assist with monthly CFP reports within 10 days of end of month to Director of Finance or Designee or directed Staff.

6.May assist in the preparation of budgets and budget revisions as directed by Director of Finance or Designee or directed staff.

7.Distributes approved budget revisions to Director of Finance or Designee or directed Staff.

8.May assist with Preparing annual Performance and Evaluation Reports for submission to HUD.

9.Assist the Director of Finance or Designee in the preparation of Modernization Comprehensive Plans, Five Year Action Plan and Annual Statement/Performance Report submission documents

10.Maintains all CFP financial information in files including contracts, change orders, invoices, etc.

11.May Assist Director of Finance or Designee with operation contracts and/or purchases.

12.Perform other job-related duties of the classification as required.

13.Reviews and submits data electronically for PIC and NSPIRE as directed by Director of Finance or Designee.

14.Tracking blueprints and specification and maintaining flat storage ledger.

15.Must attend all contract bid openings

17.May assist with interviews and verify payroll of contracted work employees

18.Must attend all Development and Procurement resident meetings and ensure minutes are taken, documented and distributed appropriately.

19.Responsible for collecting all n, reporting, and submitting, all necessary data to complete environmental reviews, and submission of monthly reports/updates to the responsible entity.

20.Responsible for public posting of all relating to, but not limited to, Annual and Strategic Plans, ACOP and Admin Plan updates, Environmental Reviews, Section III opportunities.

21.Responsible for coordinating all IT-related updates, upgrades, and services both internal and external

22.Responsible for maintaining Strategic Plan updates and software updates

23.May assist with the collection and dissemination of data for grant-related opportunities.

QUALIFICATION REQUIRMENT: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Basic knowledge of accounting terms and formats.

2.Basic knowledge of accounting principles and practices.

3.Ability to make moderately complex arithmetical computations quickly and accurately for contracts, review and verify contractor payroll when needed.

4.Ability to perform data entry work.

5.Ability to read and post figures quickly and accurately.

6.Proficient in computer knowledge and use of Microsoft Excel and Word software programs. Must possess skills at an intermediate level or above in both Excel and Word programs.

7.Knowledge of office practices and procedures.

8.Ability to operate office machines, such as but not limited to, calculator, typewriter, computer terminal, personal computer and photocopy machine.

9.Proficient and effective in communication, both orally and in written. Capable of understanding and following oral and/or written instructions.

10.A self-starter with a high degree of organizational skills and the ability to prioritize work in order to meet deadlines.

11.Maintain a contract/grant filing system.

12.Ability to complete work assignments with minimal supervision.

13.Ability to work harmoniously with others.

14.Hold current valid Illinois Driver's License.

EDUCATION and/or EXPERIENCE:

High school diploma or equivalency, with a minimum of three years of accounting and administrative work experience. Successful completion of college courses Accounting I and Accounting II is preferred .

Or

High school diploma or equivalency, with a minimum of five years of successful accounting and administrative work experience.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must frequently lift and/or move up to 10 pounds and 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 ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee frequently works in outside weather conditions. The noise level in the work environment is usually moderate.

Drafted 2-24-05 Revised 4-14-05 Revised 4-27-2018