Accounts Receivable Specialist

JOB SUMMARY

The Accounts Receivable Specialist assists the Property Managers and Assistant Managers with questions and corrections related to tenants’ accounts receivables, reconciliation of PHA and HCVP accounts receivables payments and bank accounts and provides customer service for tenants and landlords.

MAJOR JOB RESPONSIBILITIES

1. Process incoming payments: balance and post daily rent payments; return incorrect payments; code all deposits; assist with opening, sorting, and writing up deposits, as needed.

2. Print, scan, fold, sort and apply postage (as needed) to tenant monthly rent statements.

3. Issue tenant utility reimbursement debit cards.

4. Process final accounting for move-out files and related documents: verify accuracy of information; mail copy to tenant; update tenant’s account in software; prepare refunds when applicable.

5. Provide external and internal customer service: to current and former tenants for questions related to their accounts; to co-workers for questions regarding tenant accounts.

6. Maintain, monitor, and reconcile bank balances: update spreadsheets for A/P, HCVP and AMP bank accounts and balance to statements daily; verify transfers, write up cash receipts for non-tenant related deposits and match Comptroller’s spreadsheet weekly and balance to Staff Accountant monthly.

7. Update HUD’s Enterprise Income Verification (EIV) database as PH and HCVP tenants vacate and pay their vacated accounts in full. Notify the Admissions Department and other Housing Authorities, as needed.

8. Maintain vacated tenant files in accordance with the records retention policy.

9. Tracks HCVP repayment agreements.

10. Balances HCVP and PH bad debts weekly; prepares write-offs for Comptroller’s monthly report to Board of Commissioners.

11. Liaison with attorney on bad debts and bankruptcies over $5000.

12. Reconciliation, balancing, replenishing and reimbursement of petty cash accounts.

13. Responsible for filing system for all accounts receivables functions: initial filing, file/document retrievals, preparing for shredding in accordance with Records Retention Policy, and coordinating file sampling for auditors.

14. Maintain accounting files and documentation in accordance with agency policies, including transfer of files at year end

15. Prepare monthly rent statements for distribution by the Property Managers

16. Collect rent payments from the applicable drop box and apply against the Tenant’s Account in the accounting software system

17. Process and record digital rent payments

18. Prepare and distribute tenant rent receipts per the financial management plan

19. Balance and close the cash drawers daily

20. Prepare and process daily bank deposits for each property

21. Prepare all backup deposit information including the cancelled payments and forward them to the Senior Accountant

22. Post late payment charges to Tenant accounts per the rent collection policy

23. Generate and mail 30-day late notices

24. Conduct monthly tenant ledger reviews and work with other staff members to reconcile ledgers

25. Work with the legal team and managers to support tenant reduce aged receivables.

26. Process 50058 adjustments for admission, certifications, terminations and other ledger charges

27. Process new admissions and final security deposit accounting statements at the time of move-out and adjustments that have been requested by the Asset Manager

28. Maintain Debts Owed information through the HUD EIV system

29. Process and maintain Tenants Repayment Agreements

30. Generate and deliver reports to different departments as needed

31. Manage collection efforts and associated functions

32. Field tenant calls and resolve rent issues referring all other issues to Asset Management

33. Perform monthly account reconciliations, as requested and check all paperwork for accuracy

34. Process departmental mail

35. Perform other related duties as required.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

MINIMUM QUALIFICATIONS REQUIRED

Education, Experience Competencies and Qualifications:

The following competencies, experience and qualifications are required to do this job:

a) Associate degree in Accounting and a minimum of two (2) year relevant experience in accounts receivable processing, or equivalent combination of relevant experience and education, including experience in property management.

b) Must possess and maintain a valid Illinois driver's license and be insurable by PHA’s vehicle insurance carrier.

c) Knowledge and understanding of accounting principles and their practical application in the financial environment.

d) Strong Leadership skills required to work with all stakeholders including CEO, Sr. Management and other leadership.

e) Fair Housing Certification must be obtained within one (1) year of employment.

f) This position requires incumbents to exhibit the following behavioral skills:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Preferred Qualifications:

a) Experience and vast knowledge of government and non-profit accounting.

b) Sound understanding of property accounting and/ or property management

c) Experience managing accounting books for multiple non-profit subsidiary companies

KNOWLEDGE, SKILLS, AND ABILITIES

· Must possess excellent verbal, written, and interpersonal skills.

· Must possess acumen to focus on data collection and analysis to provide meaningful insights and future forecast.

· Highly developed organization and time management skills.

· Strong people management and communication skills.

· Good understanding of Public and Affordable Housing strategies, policies and procedures.

· Demonstrated ability to maintain complex and confidential information, as well as help maintain paper and electronic filing systems.

· Skilled at making moderately complex mathematical computations quickly and accurately.

· Ability to operate office machines such as calculator, personal computer and photocopy machine, etc.

· Capable of preparing moderately complex financial statements from computer printouts and other sources.

· Able to follow oral and written instructions and proficient at data entry work.

· Demonstrates aptitude for working harmoniously with others.

· Must have exhibited a good work and attendance record in current or past positions.

· Excellent knowledge of Microsoft Office Suite, including excel is essential.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions.

Must have the ability to sit for lengthy periods of time and to operate standard office equipment. Must be able to communicate agency needs verbally and in writing. Must be able to maintain excellent attendance and punctuality. The employee is occasionally required to stand, walk, stoop, kneel, or crouch to access files and office equipment. The employee must regularly lift and/or move up to ten (10) pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

Work is performed in a high-pace, multi-transactional environment, and involves the normal risks associated in an office environment. The noise level in the work environment is typically moderate and involves daily, routine interactions with the public and staff. Reasonable accommodation may be made to enable individuals to perform the essential functions.

EMPLOYMENT EXPECTATIONS

Every employee shall know and agree to adhere to the Peoria Housing Authority’s Core Values. It will be the responsibility of the employee to practice these basic principles of service both inside and outside of the agency. Each employee will be held responsible for conducting their behavior in accordance with these values. An employee violating any of these values will be subject to appropriate disciplinary action, up to and including termination depending upon severity of the violation.

MARIJUANA

Although marijuana has been legalized under Illinois law, it is a Schedule I controlled substance and is illegal under Federal law. In accordance with the Drug Free Workplace Act of 1988, the Peoria Housing Authority, as a recipient of federal funds, must maintain a drug free workplace. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening or advises PHA that he/she uses any form of marijuana, shall be ineligible for employment with the Peoria Housing Authority.

EQUAL OPPORTUNITY EMPLOYER

Peoria Housing Authority is an Equal Opportunity Employer (EOE) that is committed to diversity and inclusion in the workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.

HOW TO APPLY

Submit resume and letter of interest, including salary requirement to:

Human Resources Department, recruitingA@peoriahousing.org

Job Type: Full-time

Pay: $16.50 - $18.00 per hour

Benefits:

• 457(b)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $17 - $18