Administrative Account Technician

GENERAL STATEMENT OF DUTIES:

Performs complex administrative and accounting work managing the information process, receipt, disbursement, database maintenance and technical reporting related to Community Development Block Grant (CDBG) program funds, and various city, state, and federal grant accounts, utilizing specialized computer programs where required. Exercises independent judgment in the application of financial procedures and methods regarding the setup, balancing and maintaining of spreadsheets, preparing appropriations, transfers, and reimbursements. Performs detailed accounting work in accordance with established policies and procedures.

Reports to and receives direction from the Division Head for Community Development, with work review by the New London Finance Department management, and by HUD representatives, who ensure accuracy of product.

ESSENTIAL FUNCTIONS:

This position is responsible for maintaining and assisting in the management of the CDBG program records including the application process, contracting with non-profit agencies, reporting to HUD including ensuring subrecipients’ reports are submitted and completed correctly, completing environmental reviews, and assists Division staff in ensuring all projects comply with applicable procurement procedures as well as the Davis Bacon Act (prevailing wages).

Responsible for the development, fund processing, maintenance and reporting of a variety of Community Development Block Grant (CDBG) accounts, Housing grant accounts and various general divisional accounts, maintaining computerized ledgers in accordance with established accounting procedures.

Enters appropriations and transfers into system; draws down funds and program income from accounts to reimburse the City’s general fund. Develops and provides HUD financial status reports utilizing HUD software; close outs and balances CDBG funds with Finance on a regular basis, and at the end of the fiscal year records carryovers to ensure proper accounting in the next fiscal year.

Prepares award letters and contractual agreements including budgets between the City and operating agencies; ensures applications for community development funding are complete; assembles files and prepares appropriate correspondence for clarification and/or missing documentation. Prepares contract budgets, schedules of key project activities, scope of services and related documentation. Process payment requests, draws down funds as expended; maintains detailed spreadsheets containing all information required by HUD regulations. Assists in the preparation of the Annual Action Plan, Consolidated Annual Planning and Evaluation Report, and five-year Consolidated Plan for Housing and Community Development. Responsible for entering all data and reports into HUD’s proprietary software.

Prepares and maintains statistical spreadsheets for a variety of program funds and grant budgets, including individual loans and deferred loans, entering same into City’s accounting system; processes invoices in accordance with established accounting procedures. Ensures appropriate entries, balances accounts against records and prepares detailed reports from such records for administrative agencies, state and federal agencies and the Finance Department. Assists in the development of budget projections, conducting research and providing statistical documentation for analysis.

Responsible for the preparation and distribution of agenda and agenda materials for all meetings of the Citizens Advisory Committee, the Historic District Commission, and any other board or commission as agreed to. Serves as primary recording secretary for each group, attending in person and or zoom meetings and taking minutes. Ensures accuracy and timely production of minutes and postings and maintains all records.

Responsible for routine administrative and clerical functions, completing forms and documents, maintaining regulatory binders, handling mail, responding to telephone inquiries and routing information. Responds to inquiries from citizens, contractors, and agency representatives, providing information via phone and in person.

Assists Office of Development and Planning (ODP) with processing invoices and project accounting, maintaining spreadsheets. May provide support in managing daily operations of ODP and facilitating communications as workload permits.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Considerable knowledge of Community Development Block Grant funding requirements, expenditure execution and reporting in accordance with federal, state and local procedural guidelines. HUD “IDIS” drawdown and reporting system experience a plus.

Ability to attend and pass necessary training in environmental reviews, Davis Bacon Act requirements, and use of proprietary computer programs, within one year of employment.

Considerable knowledge of financial accounting programs, procedures and record maintenance; considerable knowledge of the development and management of statistics.

Considerable knowledge of work-flow requirements and professional business office practices.

Skilled in the use of a personal computer for spreadsheet applications, database development and management and word processing; ability to become skilled in the use of industry-specific software.

Ability to work as a team member, be supervised, and to work independently, to multi-task and to accomplish objectives within legal time frames and departmental deadlines.

Ability to make routine decisions in accordance with established policies.

Ability to establish and maintain effective, courteous working relationships with internal departments, supervisors, co-workers, federal and state agencies, contractors, home owners, citizens and the general public.

Ability to operate traditional office equipment and to perform the physical tasks required of an office environment.

MINIMUM QUALIFICATIONS:

Associates degree from an accredited college or university in business administration or a related field plus at least three (3) years of responsible business office experience dealing with complex financial accounts and statistical reporting; or an equivalent combination of education and experience that provides the required knowledge, skills and abilities. Community Development Block Grant experience preferred.

Job Type: Full-time

Pay: $31.71 - $38.55 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• New London, CT 06320 (Required)

Ability to Relocate:

• New London, CT 06320: Relocate before starting work (Required)

Work Location: In person

Salary : $32 - $39