What are the responsibilities and job description for the Executive Administrative Assistant/Financial Manager position at North Providence Housing Authority?
The Administrative Assistant/Financial Manager performs bookkeeping and accounting support services in the collection, maintenance and reporting of timely and accurate financial and accounting information. The Administrative Assistant implements appropriate methods and procedures for the improvement of bookkeeping practices and works closely with and takes direction from the fee accountant.
ESSENTIAL TASKS OF THE POSITION:
1. Perform bookkeeping/accounting support functions in response to regulatory requirement agency policies and procedures under the direction of Executive Director
2. Apply and perform standard bookkeeping procedures in recording, posting, maintaining and reporting via manual and automated systems for accounts payable, accounts receivable and check processing for Public Housing, Section 8 Assisted Housing and Modernization Programs.
3. Process Bi-Weekly payroll through ADP Payroll System, submit State retirement transmittals (ERSRI & TIAA Cref), tax-deferred investment plans, union pension and health benefits, including changes and updates of health plans.
4. Under the direction of the Executive Director administers/pay the agency’s group health, employee, property, auto, indemnification, Workers’ Compensation, and liability insurance coverage.
5. Maintain Fraud Recovery Ledger and manage posting payments for Section 8 Program.
6. .Assist Public Housing Coordinator with adjustments of tenant ledgers if necessary as well as rental deposits.
7. Prepare vacated resident accounts, including refunds, charges and closing of accounts.
8. Compile and prepare in a timely manner all applicable reports for annual audits.
9. Maintain personnel records including employee time sheets, vacation, sick and personal leave records and timecards for union employees through ADP Payroll System.
10. Ensures housing authority is within policy compliance and recommends strategies from improvement.
11. Coordinates Staff Training as assigned.
12. Maintain records and assist in preparation of Public Housing budget and Section 8 budget requisition.
13. Maintain records and assist in preparation of Closing Statements for Section 8 and Public Housing Programs.
14. Run monthly closing statements for Section 8 and Public Housing Programs.
15. Maintain all check registers including monthly reconciliation of bank accounts including verification of monthly HUD subsidy for Public Housing and Section 8 Programs.
16. Copy, file and maintain required financial records including records for annual audit.
17. Maintain inventory list and create estimated value for purposes and assist in yearly preparation of GAAP submittal.
18. Maintain Section 8 Portable balance ledger, create Section 8 Portable billings, make Section 8 Portable payments.
19. Updates and Maintains Utility Reimbursement Schedule, Passbook rate, and Payment Standards in PHA Web Software System.
20. Create annual IRS 1099 MISC forms for all section 8 landlords and Vendors.
21. Assist the Executive Director in preparation for the monthly Board of Commissioners Meeting. Prepare monthly reports for the Commissioners’ meeting including but not limited to a list of invoices, employee sick/vacation report.
22. Perform secretarial and clerical duties requiring accuracy, judgement and confidentiality.
23. Maintains working knowledge of State/Federal regulations relative to professional responsibilities.
24. Interrelate with residents, banks, vendors, suppliers, contractors, outside agencies and the public in a courteous, confidential and professional manner.
25. Additional duties may be assigned by the Executive Director.
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $60,000
