Part Time Finance Clerk

4 weeks ago

Sanford, United States Sanford Housing Authority Full time

Sanford Housing Authority

Finance Clerk

Reports To: Director of Finance and Human Resources

Status: Nonexempt, Part Time

GENERAL SUMMARY:
Under the supervision of the Director of Finance and Human Resources, the Finance Clerk is responsible for varied work involving the handling of Sanford Housing Authority funds and the performance of related tasks in the Finance Department. This position performs a variety of tasks involving the processing of payables and HAP, including general ledger coding, inputting invoices into the payable system, verifying purchase orders, verifying proof of insurance for independent contractors, check processing and annual 1099’s. The position also is responsible for the preparation of related reports required by SHA, assisting with audits as well as account reconciliations. The position works with some degree of independence. This wide variety of tasks require accuracy, confidentiality, dependability, as well as good communication and organizational skills.

ESSENTIAL FUNCTIONS:
**Responsibilities**:

- Processes invoices, post to vendor accounts and process checks and ACHs on a weekly basis ensuring compliance with SHA policies and procedures, reviewing for appropriate authorizations, proper coding and accuracy.
- Review, assign, and modify G/L coding on invoices.
- Reconcile monthly vendor statements.
- Enter, track and reconcile utility accounts.
- This position may perform other duties, assignments and internal audits as assigned including work in other functional areas and also to cover absences or relief, to equalize peak work periods or otherwise balance workloads.
- Responsible for posting move-out and late notice charges to tenant accounts.
- Asist with the close-out of TARs on a monthly basis.
- Assist with rent collection in the absence of the Administrative Assistant.
- Assist with annual year-end audit requests.
- At year end, processes and file the Federal 1099s and reports for all vendors and Section 8 Landlords.
- Initiates and maintains all vendor files and property files on a timely basis.
- Maintain all accounts payable records and annual record retention.
- Performs other duties, assignments and internal audits as assigned including work in other functional areas.
- Perform other duties as assigned to assist the finance department and SHA achieve its goals.
- Maintains highest level of confidentiality.
- Answers and directs calls on a multi-line phone system.
- Utilizes SHA software programs providing support to staff.

**Requirements**:

- Ability to read and interpret written material and instruction, including Housing Authority policies and procedures.
- Knowledge of basic accounting systems and procedures.
- Ability to make arithmetic computations and tabulations rapidly and accurately.
- Familiar with the use of photocopier, fax, and other various office machines
- Strong typing skills and knowledge of general office procedures
- Be free of relevant criminal record activity as determined by the Housing Authority
- Possess a valid State of Maine Motor Vehicle license with a good driving record
- Establish and maintain effective working relationship with employees, tenants, vendors and others
- Employee must conform to requirements for non-discrimination & fair housing, a drug free work place and to all safety procedures.
- Ability to work independently, effectively, and productively, consulting with the supervisor on unusual or official acts or situations
- Work will take place primarily in the Housing Authority’s main office building.
- Ability to work effectively and independently in a fast-paced work environment with frequent interruptions.
- Ability to communicate clearly and concisely, both orally and in writing.
- Must enjoy servicing others and working in a collaborative environment.

Qualifications:
1. Five (5) years of demonstrated successful accounts payable/accounting experience preferred.

2. Associate’s degree in accounting, business administration or related field preferred. Equivalent of four-year high school diploma required.

3. High level of integrity; ability to maintain confidentiality.

4. Adept at using Microsoft Office products, specifically Excel, Word and Outlook and ability to quickly learn computer software programs.

5. Proven experience in a position requiring accuracy, attention to details and thoroughness is required.

6. General knowledge of operations and procedures of a Public Housing Authority, HUD Housing Choice Voucher, public housing and other relevant HUD/federal/state programs preferred.

7. Excellent communication skills and organizational skills required.

Responsibility for Safety and Health:
1. Follow established standard and safety precautions in the performance of all duties.

2. Report any hazardous condition or equipment immediately.

3. Attend required safety trainings.

Physical Requirement:
Physical Essential Functions of the position

Bending O Sitting F N (Not applicable)

Carrying O Standing O

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