Bessemer Housing Authority
Position Description – Accounting Manager
Deputy Executive Director
Central Office Cost Center
October 1, 2011
This is highly responsible management work related to the Authority’s accounting and financial reporting function. The incumbent is responsible for the management of all activities related to accounting and financial reporting for the Asset Management Projects (AMPs), the Section 8 program, related grants programs, the Central Office Cost Center (COCC), and related affiliate organizations. Reporting to the Deputy Executive Director, this position is responsible for planning, budgeting, accounting, and reconciliation of all financial accounts as well as monitoring the financial performance of the various programs and funds. Work assignments are received in the form of broad objectives and performance expectations with minimal direction in day-to-day operations. This position may supervise administrative employees.
Duties and Responsibilities
The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.
- Responsible for all aspects of the Authority’s accounting and financial reporting activities including planning, budgeting, and reporting.
- Prepares budgets for the Central Office Cost Center, the Operating Fund, the Capital Fund Program, Section 8 New Construction, and the Section 8 Housing Choice Voucher program based upon projected funding levels and estimates of income. The Operating Fund budget will include budgets for each Asset Management Project.
- Performs calculations and completes paperwork and online submissions as required for annual Operating Subsidy and Housing Assistance Payments in accordance with applicable regulation.
- Establishes and maintains accounting system for each fund including the chart of accounts, accounts payable, accounts receivable, obligations, and expenditures.
- Monitors all CFP or related budgets to ensure the timely obligation and expenditure of funds. Prepares periodic reporting, as required. Provides monthly reporting to the Deputy Executive Director for the timely update of status in the eLOCCS system.
- Completes all eLOCCS drawdowns.
- Establishes and maintains the accounts payable system including the coding of all charges to the appropriate budget and account.
- Oversees the petty cash account for each AMP and the COCC. Ensures the reconciliation and proper documentation of all expenditures and charges expenditures to the General Ledger.
- Establishes and maintains an inventory control system and ensures the charging of parts and materials to the appropriate AMP, the COCC, or grant budgets.
- Oversees all purchases and ensures compliance with the agency Procurement Policy.
- Establishes and maintains the internal charge system for management fees, bookkeeping fees, and asset management fees. Ensures proper documentation of fees paid each month and ensures reconciliation between the AMP, program, grant, and COCC budgets.
- Reconciles appropriate bank statements as assigned in accordance with separation of duty requirements. Ensures that all bank statements are reconciled in a timely manner.
- Establishes and maintains payroll system and processes related withholding and tax payments. Ensures the proper charge of pay and benefits to the appropriate budget and account. Ensures that all pay period, quarterly, and annual reporting is completed including 940 Forms, 941 Forms, W-2s and related paperwork.
- Establishes and maintains the tenant accounting system. Monitors the posting of payments and produces monthly reporting. Reviews all write-offs and ensures the application of policy by processing late fees, court costs, and other related fines and charges. Ensures that work order charges are properly posted.
- Produces periodic operating statements for each AMP and the COCC. Operating statements are to include comparisons as requested by the Executive Director or the Board of Commissioners.
- Establishes and maintains a system for the tracking and depreciation of fixed assets.
- Completes year-end closing processes and ensures the timely submission of financial data to the Financial Data System.
- Maintains insurance register and ensures the proper bidding and timely renewal of all coverage including property, casualty, health, and liability. Ensures the proper charging of premiums to the appropriate budget and account.
- Manages all investments to ensure maximum return in accordance with the Authority’s policy. Maintains investment register.
- Maintains all master contract files and ensures payments in accordance with the terms of each agreement. Oversees the purchasing function.
- Serves as group representative for all employee benefits plans including health insurance, life insurance, and retirement.
- Prepares and presents information to the Board of Commissioners as requested by the Executive Director.
- Serves as liaison between the Authority and the external auditor. Produces and provides documentation as required during the annual audit. Prepares any action plans as required in response to audit findings.
- Reviews Federal Regulations to ensure the Authority’s compliance and advises the Deputy Executive Director of any necessary changes to policies and procedures to conform to regulations.
- Attends professional meetings and training sessions to ensure proficiency in the housing, accounting, and bookkeeping fields, as requested.
Additional Management Responsibilities
This position is responsible for certain management duties that pertain to the operation or improvement of all agency programs and properties. These additional management responsibilities include, but are not limited to, the following.
- Manages and directs all assigned administrative staff to ensure the effective operation of the Central Office Cost Center.
- Coordinates and reviews the performance of all assigned staff. Provides related financial information for the agency to the Deputy Executive Director.
- Coordinates reporting under the Public Housing Assessment System, the Section Eight Management Assessment Program, and the Financial Data System.
- Prepares periodic reporting to funding agencies as required by the fund or program. Ensures that requests for funding are prepared and submitted as required.
- Provides support during property improvements, including general support for the expenditure of Capital Fund Program monies. Also provides support for other grants and funding vehicles.
- Provides periodic reporting and update to the governing boards (including the agency Board of Commissioners) regarding financial performance. Recommends changes in policy or procedure as needed to improve overall operational performance.
Additional management duties may be assigned, as needed, to ensure the maximum performance of the programs and properties assigned.
Required Knowledge and Abilities
- Knowledge of the structure, operations, policies, and procedures of a Public Housing Agency.
- Knowledge of the vision, mission, and purposes of the Authority as established by the Board of Commissioners and the Executive Director.
- Knowledge of Generally Accepted Accounting Principles, directives from the Government Accounting Standards Board, HUD accounting requirements, and specific grant accounting requirements (including requirements for obligations and expenditures).
- Knowledge of the Authority’s programs, budgets, income sources, and reserve accounts.
- Knowledge of requirements under the CFP and other capital improvements funding sources, including planning, obligations, expenditures, and reporting.
- Ability to plan, organize, and develop a variety of operational and management systems related to the position. Ability to orient other workers and to explain regulations, policies, procedures, or processes.
- Ability to develop and understand budgets for each program and understand and maintain the internal charge system for project-based accounting.
- Ability to read and interpret financial statements and audit documents.
- Ability to present ideas and information in a clear and concise manner, both orally and in writing.
- Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, professionals, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.
Performance standards are provided to help facilitate the periodic evaluation of the degree to which the employee meets the requirements of the job. The performance standards below represent examples and are in no way all-inclusive. The Authority reserves the right to add or change performance standards through a modification of the position description, a supplemental performance evaluation tool, or written or verbal communication between the employee and their supervisor or the PHA Executive Director. Achieving the performance standards in no way guarantees a change in compensation and does not supersede or affect the at-will relationship between the employer and employee. Examples of performance standards for this position include, but are not limited to, the following:
- Prepares and maintains budgets for each program and ensures the agency’s budget performance.
- Ensures the proper accounting and reporting of all income and expenditures.
- Ensures that funds for CFP grants are obligated by the due date imposed by HUD (or the Executive Director). This is generally two years from the obligation start date.
- Ensures that funds for CFP grants are expended by the due date imposed by HUD (or the Executive Director). This is generally four years from the obligation start date.
- Maintains annual reporting and reporting through the eLOCCS system in accordance with HUD requirements.
- Maintains contracts and related documentation in accordance with regulations and handbooks.
Minimum Education, Training, and/or Experience
This position requires graduation from an accredited four-year college with a degree in accounting, bookkeeping, business administration, or related field; a minimum of five years’ experience managing accounting functions; or any equivalent combination of education, training, and experience that provides the required knowledge and abilities. Previous experience with HUD and related funding programs is preferred. License as a Certified Public Accountant is preferred.
This position is required to work in an office setting that is generally accessible to the mobility and sensory impaired. The incumbent must have the ability to utilize standard office equipment and access files and documents. The incumbent must have the ability to lift up to 20 pounds. Must be able to work while seated for extended periods of time.
- Ability to be covered under the Authority’s liability policy.
- Must be bondable.