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JOB IDENTIFICATION SECTION
Title: Client Accountant
Supervisor: Accounting Manager
POSITION PURPOSE:
Administer various aspects of financial activity preparing financial reports within generally accepted accounting practices (GAAP) for MAY Management Service clients (associations) and utilizing excellent customer service practices.
PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITIES
Utilizing defined principles of customer service, maintain close working relationships with Community Managers, board members, banking institutions, vendors, homeowners and other company personnel.
Financial Reporting
Journalize accrual of expenses, automatic journal entries and reclassifications as needed.
Prepare monthly financial reports including Balance Sheet, Income and Expense Statements, Statement of Changes in Fund Balances (Operating & Reserve), and schedules for Prepaid Expenses, Reserves, Deficit Funding, and Insurance.
Perform Bank and Certificate of Deposit reconciliations.
Maintain data binder (Red Book) of monthly financial reports and work paper folder containing schedules and journal entries.
Print Financial Reports for clerks to scan or mail or otherwise distribute.
Review association’s scanned financial reports for compilation and quality before distribution to clients.
Accounts Payable
Review Check Requests for proper GL coding, vendor identification, association identification, invoice number, invoice date and amounts as shown on invoices.
Prepare check request for invoices that are not prepared by the community management team.
Review data input, balance and post AP batches.
Attach check requests to checks and ensure accuracy of both prior to distribution or AP checks to community management or MAY signer.
Track outstanding AP checks during the signature cycle and follow up on any outstanding longer than 2 cycles.
Ensure association checks receive proper signatures before disbursement to vendors.
Ensure Check Request and Checks are processed in a timely manner to avoid any late fees.
Mail checks to vendors
Accounts Receivable
Post assessments, capital contribution, and other fees as may be appropriate to the association.
Prepare monthly invoices or statements for unit owners not utilizing coupons and send same to vendor for mailing.
Post interest and/or late fees to delinquent accounts at that time of month such fees may be applied in accordance with the association’s documents.
Record collection activities in owner’s account in accordance with company and/or association policy. Contact attorney when necessary, during collection process and for monthly updates on those accounts in process.
Prepare and mail Past Due Statements, along with follow up delinquency notices, or otherwise process collection activities in accordance with company or association policies.
Prepare and mail via distribution vendor statements or invoices for special assessments.
Ensure payments are posted correctly to homeowner accounts and adjust client accounts where improper posting has occurred.
Review Statement of Account before distribution to Title Company.
Other Related Activities
Update owner account information, i.e. phone numbers, change of address, email address.
Record conversations with owners in owner’s account history regarding any issue involving collections.
Order signature cards for new bank accounts or change in signers, distribute for appropriate signatures, and monitor progress so that cards can be returned to banks timely (2 weeks).
Transfer funds as necessary in accordance with reserve schedules and non-automated sweep accounts.
Open and close accounts as necessary to manage the cash assets of the clients in accordance with client’s desire to maintain segregation of funds as required by Florida Statutes.
Notify community managers two month prior to insurance expiration via email communications and follow up on progress of policy renewals.
Verify and process Warranty Deeds daily or as needed.
Send Welcome Letters to new owners daily or as needed.
End of Year
Prepare budget worksheets projecting end of year revenues and expense ensuring non-recurring expenses are identified and calculated so as to prevent over projecting the end of year totals.
Ensure calculated cells in Excel budget worksheets are accurately reflecting the revenue and expense of the column categories.
Input approved budget into VMS for final verification of accuracy in addition/subtraction/formulas.
Support Auditors with appropriate documentation, reports and adjustments.
Beginning of Year
Close the end of year accounts by following prescribed procedures.
Ensure all Federal and State Taxes and Condo Fees are paid within the time frame established by Florida Statute.
SCOPE
Position encompasses a broad spectrum of MAY Management’s resources to achieve a very high level of client satisfaction with the financial management of their accounts. Requirement to deliver timely and accurate financial reports and provide support to Community Managers and Associations are key elements of success. Failure to provide accurate reports and service levels acceptable to the Association may result in loss of clients, loss of revenue to MAY Management and may adversely affect the reputation of MAY Management.
KNOWLEDGE, SKILLS AND ABILITIES
Formal Education
Minimum AA in Accounting, 2 years of Accounting courses or commensurate level of experience
Practical Experience
Minimum of 3 years experience in GL, AP, AR and Financial Reporting
Knowledge of financial software applications
Computer skill in Word, Excel.
Personal Characteristics
Maintains high standards of integrity, confidentiality and professionalism
Well organized – able to prioritize
Good communication skills – both written and verbal
Pro active – able to assess situations quickly and take appropriate action
Able to work quickly and efficiently; manage a heavy workload
Able to work independently with little supervision
Ability to handle difficult situations tactfully.
CONTACTS
1. Internal
- All personnel in client accounting department, Regional Managers, Community Managers, Community Assistants, Accounting Managers, COO/Vice President and President.
2. External
- Board Presidents and Directors
- Owners
- Associations vendors
- CPAs performing audits of association’s financial records
- Attorneys involved with collection of delinquent owner accounts.
SUPERVISION EXERCISED
- None
