Currently Hiring: Accounting Specialist
Job Title: Accounting Specialist
Department: Office of the COO
Reports To: Director of Finance & Accounting
Effective: June 30, 2023
Position Summary: As a Moving to Work (MTW) Expansion Agency under the Landlord Incentives Cohort #3, this position reports to the Director of Finance & Accounting in the Office of the COO. The Accounting Specialist provides extensive support for Dothan Housing (DH) and its instrumentalities' financial management and operations through data entry, accounts payable, general ledger functions, financial records/reports, and clerical support.
The Accounting Specialist is responsible for performing and coordinating the Finance & Accounting Division's administrative secretarial and clerical activities, storing, retrieving, and integrating information for dissemination to the Director of Finance & Accounting and staff and external customers of the DH and its instrumentalities. The position will prepare, analyze, review, and validate accounting and financial information consistent with a comprehensive understanding of governmental accounting following generally accepted accounting principles (GAAP) applicable regulations per DH and its instrumentalities' policies.
The statements here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skills 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 balance the workload. The position description complies with the American Disabilities Act (ADA).
- Prepare accurate and timely financial reports to grant sponsoring organizations and donors as required.
- Prepare accurate and timely grant financial reports for internal management purposes.
- Responsible for accurately, efficiently, and effectively entering data and other information in the prescribed format using Excel or DH's current accounting management software.
- Perform grant-related post-award functions, including budget and expense analysis, periodic invoicing, financial reporting, labor distribution changes, reconciliations, re-budgeting, and grant closeout functions required.
- Serve as the primary point of contact for the Finance & Accounting Division and liaison with DH and its instrumentalities, including the C-Suite, mid-managers, and customers.
- Serve as an information coordinator to schedule meetings and appointments, organize and maintain paper and electronic files, manage projects, conduct research, and provide information via telephone, postal mail, and e-mail for the Finance & Accounting Division.
- Responsible for monitoring program expenses, tracking activity in program budget lines, and communicating any issues or overspending concerns.
- Releases information according to company policies and standard operating procedures (SOPs) and audit files at specific intervals to purge outdated or unnecessary items and ensure records' confidentiality.
- Responsible for managing the accounts payable system for each RAD PBV development, PBV development, market-rate development, nonprofit entity, and for-profit entity.
- Assist with maintaining information on vendors and ensuring any required forms or certifications are correctly filed.
- Receives invoices, verifies receipt of the items or services being billed, and verifies source documentation such as purchase orders or contracts.
- Obtains approval for payment as defined in the policy codes of the invoice to the appropriate budget(s) and account(s).
- Maintains travel files for all staff and ensures the proper documentation of all payments related to travel or training.
- Processes payments and issues checks following the established schedule, including summarizing cash requirements and informing the Senior Account and Director of Finance & Accounting.
- Obtains signatures on checks and mail payments for receipt on or before the due date.
- Processes housing assistant payment (HAP) to owners and the utility assistance payment (UAP) under the Housing Choice Voucher (HCV) Program.
- Verifies that HAP and UAP registers are consistent with payments and ensures the proper payment charge to the appropriate general ledger account.
- Prepares utility reimbursement checks (UAP), reconciles move-out statements, and receives and disburses security deposit payments and similar tenant payments related to move-ins, transfers, and move-outs.
- Attend professional meetings and training sessions to ensure housing, accounting, and bookkeeping proficiency.
- Organizes workflow by reviewing correspondence and determining importance before distributing it to the Director of Finance & Accounting or redirecting it to appropriate management when immediate feedback or response is required.
- Answers questions and furnishes information to keep the Director of Finance & Accounting's time free of minor detail work.
- Prepares a variety of complex, sensitive, or routine correspondences such as memos, letters, articles, reports, proposals, charts, reports, etc., from drafts or verbal instruction.
- Prepares and processes common forms and documents and responds to inquiries, requisitions, purchase orders, transmittal forms, etc., following SOPs.
- Performs other related and appropriate duties supporting strategic goals as required.
- Undertakes and performs other work-related duties and special projects assigned by the Director of Finance & Accounting, CHO, COO, & CEO, including research, evaluation, analysis reporting, recommendation, problem resolution, and internal and external communications to support strategic goals as required.
Required Knowledge, Skills, and Abilities (KSAs)
- Plan the operations of the various diverse accounting function using independent judgment.
- Utilize automated accounting systems, understand and accurately use the DH and its instrumentalities' Chart of Accounts, and make accurate arithmetic calculations.
- Prepare clear, concise, and complete financial documents, statements, and reports, and excellent communication and organizational skills.
- Establish and maintain effective working relationships with DH management, employees, HUD representatives, vendors, regulatory agency administrators, auditors, landlords, asset managers, and the public.
- Demonstrates experience maintaining records (manual and electronic) and performing data entry with high accuracy and attention to detail.
- Understands the technical aspects of the position by keeping up to date on the technical and procedural aspects.
- Ability to interpret and explain applicable state and federal regulations, policies, and procedures.
- Ability to think critically and creatively to interpret data and make conclusions; question and search for answers; evaluate ideas and information; and develop ideas that lead to action.
- Strong organizational skills, including prioritizing, ensuring accuracy, multi-tasking, and handling interruptions appropriately; providing assignments are completed promptly and effectively.
- Clearly and effectively communicates verbally and in writing by actively listening and sharing relevant information.
- Exceptional customer service skills with the ability to prioritize professional excellence and manage stress appropriately.
- Exercises independent judgment using analysis, experience, and perspective in solving problems or communicating decisions or actions.
- Values diversity and an understanding of multicultural and cultural competencies; ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds.
- A collaborative team member can develop effective working relationships, cooperate, exchange ideas, and constructively address issues.
- Demonstrates flexibility, openness to change, and commitment to continuous improvement as part of a dynamic work environment; ability to handle multiple interruptions.
- Proficiency in using MS Office programs, including Outlook, Word, Excel, software, and other analytical software programs.
Required Education/ Experience:
- An associate degree from an accredited community college, with a concentration in business or public administration, finance, accounting, information technology, or a related field of study, with five (5) years of relevant experience in LIHTC, public housing, housing choice voucher, or other affordable housing program.
- A minimum of a High School Diploma with at least five years of secretarial, banking customer service, or administrative experience.
- Must be certified or obtain LIHTC Compliance/HCCP designation or equivalent within one year of employment.
- Must be certified or obtain RAD PBV Specialist or equivalent within one year of employment.
- Must be certified or obtain HCV Financial Management or equivalent within one year of employment.
- Must be certified or obtain HCV Financial Accounting and Reporting or equivalent within one year of employment.
This position requires the incumbent to exhibit the following behavioral competencies:
Values Statement/ Diversity, Equity, Inclusion, and Belonging
Ability to demonstrate and exemplify our values of L.O.V.E.D (Listening, Opportunity, Versatility, Empowering, and Diversity). Ability to cultivate and develop inclusive and equitable working relationships with employees, customers, and community stakeholders. Supports and enhances a sense of belonging with employees, customers, and community stakeholders. Work towards equity and our agency's commitment to Diversity, Equity, Inclusion, and Belonging (DEIB).
Building Relationships/Interpersonal Skills
Values organizational diversity; treats others with respect; promotes cooperation; effectively manages relationships.
Creative Problem Solving/Strategic Thinking
Develops and creates ideas, processes, and approaches that shape the future; takes risks and makes decisions based on facts; uses analytical and critical thinking skills to solve problems; ensures that decisions are aligned with articulated strategic directions of management.
Demonstrates effective verbal, written, listening, and presentation communication skills.
Development of Self and Others
Seeks opportunities to learn and develop themself and others; applies new skills/knowledge needed to add value to the organization's performance; sets developmental goals for self and others; seeks performance feedback.
Flexibility/Adaptability to Change
Responds positively to and champions change in others; demonstrates an ability to incorporate innovative practices into the workplace to enhance effectiveness and efficiency.
Influences others to accomplish the mission in ways consistent with the organization's values; holds self (and others) accountable to meet goals and objectives; accomplishes desired outcomes; sets an example of integrity and ethics through demonstrated performance. Must be a collaborative leader that will bring renewed energy, innovation, and rebranding to the organization.
Quality Service Definition
Strives to meet the expectations of internal and external customers; demonstrates skill and knowledge specific to serving others.
The ability to make timely and effective decisions and produce results through strategic planning, implementing, and evaluating programs and policies, stressing accountability and continuous improvement.
The ability to acquire and administer human, financial, material, and information resources in a manner that instills public trust, accomplishes the organization's mission and uses new technology to enhance decision-making.
Approaches others in a tactful manner; reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.
- The physical demands described here are representative of those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- While performing the duties of this job, the employee is regularly required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally 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, peripheral vision, depth perception, and the ability to adjust focus. The level of manual dexterity should be sufficient to operate a typewriter, terminal keyboard, telephone, facsimile machine, office supplies, etc. The employee must be able to move, handle, or lift moderately heavy objects such as computer equipment (printer, monitor, CPUs, etc.) around the desk area.