Accounting Specialist

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

The Accounting Specialist supports the Finance Department at the Housing Authority of Bexar County with accounting functions like records of asset, liability, revenue, and expense entries by compiling and analyzing accounting information and documents. The specialist maintains and balances subsidiary accounts by verifying, allocating, posting, reconciling transactions, and resolving discrepancies. The specialist is the main point of contact for all Accounting/Billing-related queries from employees, vendors, and/or external partners.

Responsibilities

• Responsible for accounting functions and programs, financial analyses and reports, annual audit preparations, revenue projections, and forecasting expenditures.
• Assisting with preparing and monitoring budgets.
• Maintaining and reconciling balance sheets and general ledger accounts.
• Responsible for reconciling bank accounts and general ledgers.
• Responsible for processing wire transfers and inter-account transfers.
• Responsible for monitoring funds received for the HCV Department, assisting with the Portability billing, and assisting with discrepancies in payments.
• Responsible for processing entire transactions related to the A/P and A/R of all HABC offsite properties according to HABC Accounting Policies and Procedures.
• Responsible for processing the Housing Assistance Payment for the Landlords on the 1st and 15th of the month.
• Assist the Properties Managers with the accounting cycle and cash monitoring.
• Responsible for reconciling all credit card statements/invoices and allocating expenses appropriately.
• Responsible for preparing and processing yearly 1099s for vendors and landlords.
• Responsible for processing invoices/payments, updates, renewals, and claims with the insurance companies.
• Responsible for monitoring the vendor’s accounts quarterly and ensuring all procurement procedures are followed.
• Prepare periodic reports for the leadership team and/or Board of Commissioners.
• Manage business relationships with customers, vendors, and contractors to ensure excellent customer service.
• Responsible for maintaining all financial records safely, organized, and ready to be audited.
• Assist the Management levels with credit applications; and any proof of revenues necessary for financial approvals.
• Responsible for processing payroll for 40+ employees.
• Responsible for allocating and reconciliation of employee’s benefits.
• Responsible for preparing, reconciling, and submitting all W9 and retirement statements to employees.
• Responsible for maintaining all payroll records safely, organized, and ready to be audited.

Compliance Officer

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

The Compliance Officer performs quality control audits and compliance reviews of the HCV and LIHTC Programs, tenant files, policies, and procedures. The audits will measure and ensure compliance with all program documents with financing restrictions, HUD Regulations, and the HABC Administrative Plan.

Responsibilities

  • Coordinates and conducts agency-wide quality-control reviews, investigations, and program evaluations.
  • Performs audit fieldwork that typically involves complex policies and procedures requiring interdisciplinary skills and broad knowledge of the diverse program rules and databases.
  • Performs data analysis, runs queries, conducts interviews, reviews documents, reviews standard operating procedures, and reads and evaluates reports.
  • Assist department staff with training or training materials, as applicable, in the coordination of the department’s quality control activities.
  • Develops concise and professional reports for senior management, which summarize the data, the scope of review, findings/corrective actions, and observations/recommendations.
  • Responsible for completing a SEMAP Report for the Housing Choice Voucher Department.
  • Develops appropriate corrective actions/recommendations and solicits adequate and timely responses to audit findings/observations. 
  • Conducts follow-up audits to determine that corrective actions/recommendations have been implemented.
  • Develops, and implements best practices for continuous improvement, and possible solutions in response to audit findings, such as drafting standard operating procedures, forms, automated reporting tools, etc.
  • Keeps abreast and track all program changes, HUD mandates, and LIHTC requirements.

  • Performs other duties and special projects as assigned by supervisor.

Maintenance Lead

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

The Maintenance Lead must possess at least 2 years’ experience in Property Management and supervising
maintenance staff. Must have knowledge in diagnosing and performing repairs that are more technical in nature,
requiring highly skilled levels of knowledge. Tasks are performed in several trades or crafts. Maintains property
within commercial standards. Ensures property presents a professional, well-kept appearance.

Responsibilities

  • Ensures assigned properties present an aesthetically pleasing appearance in accordance with established
    property management standards.
  •  Conducts daily property walking inspections of all areas of the assigned property to ensure the property
    will achieve a superior rating for any required inspections.
  •  Completes and delegates assigned work orders correctly and in a timely manner. Provides efficient and
    courteous service to clients/tenants, leaving work areas clean upon completion of work and manages
    maintenance staff the same
  • Monitors and makes repairs as needed, including the following: electrical, plumbing, heating, air
    conditioning, appliances and carpentry. Investigates and assesses all mold reports, ensuring all reports
    are documented and remedied promptly, and informs Property Manager.
  • Will be on standby duty for emergency calls after normal duty hours and weekends. Works on-call
    emergency and after-hours calls as scheduled by the Manager or designee or if needed to cover Regional
    Maintenance Lead and/or Make Ready Technicians.
  •  Responsible for all inspection results. Executing repairs, ensuring all areas identified have been
    corrected in accordance with prevailing standards in a timely manner. Ensures all areas identified during
    inspections, such as quarterly, annual, move-in, and move-out, are repaired in a timely manner.
  • Supervises, prepares and monitors vacant dwelling units for new tenants, including painting, repairs,
    security and cleaning of units, ensuring the total turning of the unit within 10 days or less, preferably
    under ten days.
  • Correctly completes all required logs and paperwork involving inventory, distributing and completion of
    daily work orders, sanitation, daily fleet vehicle service inspections or and any other assigned reports.
    Monitors and orders maintenance stock needed/used and picks up and delivers parts and paperwork.
  • Procurement of new carpet, flooring, A/C repairs, roof repairs, landscaping, pest control, etc. Interaction
    and communication with vendors. Move in/out of inventory. Valence documentation. Entering work
    orders, tracking and ordering for PO’s and Work orders. Scheduling of preventative maintenance.
    Upkeep of Make Ready Board. Assist Property Manager with maintenance reports and maintenance up
    keep.
  • Responsible for update of City Electrical License.
  • Supervises and maintains the use, operation and cleaning of the work area, tools, equipment and
    vehicles. Recommends changes or corrections in the use of equipment as necessary. Ensures that tools,
    equipment and vehicles are safely operated, maintained and secured when not in use.
  • Monitors and makes repairs and adjustments to various appliances (e.g. refrigerators, electric stoves,
    furnaces, electric motors, smoke detectors, and heat pumps), and obtains approval prior to replacement
    of appliances when necessary.
  • Occasionally repairs, installs or replaces wiring and parts for electrical outlets, switches, light fixtures
    and breaker switches/fuses.
  • Occasionally repairs or replaces plumbing fixtures and fittings (e.g. leaky faucets, clogged drains and
    sewer lines, sprinkler systems, damaged toilets, sinks, and water cutoffs). Repairs and replaces water
    heaters and lavatory sinks.
  •  Occasionally repairs, replaces and services heating units, and all types of air conditioning systems.
  •  Occasionally repairs/replaces/paints/touches up damaged walls exterior or interior, roofs, woodwork,
    floors, gutters and downspouts, gates, doors and door locks, windows, window shades and glass, door
    and window screens, cabinets, doorbells, , fans , and insulation.
  • Performs other related duties as assigned by the Property Manager, designee or by the Executive
    Director.

Maintenance Tech

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

• Responsible for helping to maintain the entire property in an attractive, comfortable condition.
• Assists in trash pickup, bulk pick, Laundry facilities trash, pool maintenance and curb appeal on
the property.
• Assists in all types of maintenance, when necessary and as requested.
• Complete the turnovers/make-readies of vacant units, as requested and in a timely manner.
• On-call in accordance with scheduling to handle maintenance emergencies from residents and
property emergencies
• Assists with resident functions, as requested.
• On call required

Responsibilities

The activities listed below are not all inclusive; however, they are indicative of the types of activities
normally performed by the Maintenance Tech.

• Complete all duties regarding make-ready/vacant units as assigned by Maintenance Lead and /or
Property Manager.
• Assist during trash-out of the apartment, moving heavy bulky items to designated property
location.
• Inspect vacated apartments and complete Make-Ready checklist before beginning turn over.
• Replace or repair window screens, latches, hinges, shelving, baseboards, mirrors, closets doors,
mini-blinds, ceiling fans, lights, etc.
• Check faucets, sink plugs and repair/replace as necessary.
• Services general plumbing and basic electrical needs of the property to include replacing/fixing
toilets, light switches, garbage disposals, ceiling fans, etc.
• Make new keys when requested. Replace vacancy lock (if applicable) on day lock is changed for
new resident move-in.
• Assists in maintaining inventory of tools, equipment and supplies and report any supplies needed
to Maintenance Lead and / or Property Manager.
• Replace burned out light bulbs, broken globes, etc., in units and throughout the exterior of the
property, as needed.
• Service appliances, as requested.

PHA/HCV Receptionist

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

The Receptionist/Clerk is responsible for the highest level of customer service for clients and staff
providing a point of contact for walk-in traffic, incoming telephone calls, and providing office
support to the Section 8 and Eligibility departments.

Responsibilities

1. Answer a large volume of incoming telephone calls, assist callers, provide information,
community referrals, and direct calls to appropriate staff members.
2. Provide accurate information regarding application procedures, waiting lists, and
qualifications to callers and walk-in clients.
3. Provide and maintain appropriate forms, as needed.
4. Refer clients to staff for appointments or assistance.
5. Maintain professional and personable customer service.
6. Advise supervisors if client wait time exceeds 15 minutes.
7. Sign in vendors or visitors.
8. Order/procure office supplies.

Office Responsibilities

1. Update and maintain client information and program tracking.
2. Make copies.
3. Date stamp incoming paperwork and file.
4. Open lobby at 8:00 a.m. and close at 5:00 p.m.
5. Ensure lobby is clean and organized at all times.
6. Make sure all applicant and client calls are in the software system.
7. Route incoming mail and paperwork to appropriate staff members.
8. Assist in filing duties.
9. Sending out mailings and letters.
10. Distribute incoming faxes to appropriate places.
11. Meter Mail, distribute mail, and occasionally go to the post office.
12. Special projects and other assigned duties as needed.

Collaboration

1. Attend department meetings and agency staff meetings.
2. Participate in HACSL activities and committees as needed or desired.

HCV Specialist

Accounting Specialist

Department

Operations

Supervisor

Director of Finance

Regular / Temp

Regular

Full / Part

Full-Time

Description

Responsible for implementing the complete leasing cycle under the agency’s tenant-based rental assistance housing programs, primarily the Housing Choice Voucher (HCV) Program. Will work on all aspects of Section 8 program.

Responsibilities

  • Conducts annual re-certifications for HCV participants to determine continued eligibility and benefit level. This process includes scheduling re-certification appointments, collecting documentation, entering all information in computer data base, making revisions, calculating rent adjustments, and notifying residents and landlords orally and/or in writing of changes.
  • Ensures that all re-certifications are completed by required due date.
  • Determines eligibility for current program participants and recertifies participants, and accurately completes rent calculations for Housing Choice Voucher participants by following required federal regulations and local policies.
  • Submits files for case screening each month and completes any corrections for previous month by the stated due date.
  • Compiles files with all necessary documents following the verification hierarchy and other required policies outlined in the HCV Administrative Plan and Standard Operating Procedures (SOPs). This includes following-up on pending documents to ensure timely processing of interim and annual recertifications.
  • Receives approved inspection reports, and completes final rent calculations for any annual recertification or new lease (initials) in a timely and accurate manner. This includes notifying owners and tenants in writing of rent amounts.
  • Completes Housing Assistance Payment (HAP) contracts, obtains copy of lease, and obtains owner signatures on HAP contract within 60 days of contract effective date.
  • Processes interim increases and decreases accurately and timely each month, following the guidelines of the Administrative Plan and applicable SOPs.
  • Initiates fraud investigations and/or abuse identified through the Enterprise Income Verification (EIV) system and/or other third-party source.
  • Documents fraud, verifies income and follows the Fraud SOP to send fraud warning letter, recalculate rent or enter in fraud database for further review by Compliance.
  • As needed, prints EIV reports and places in tenant files within 90 days of Housing Assistance Payment Contract effective date for all new admissions, and follows up on any identified fraud.
  • Responds promptly to tenant and property-owner questions, returning phone calls and e-mails daily.
  • Establishes and maintains excellent working relationships with HCV program participants, property owners and managers.
  • Maintains client records on computer and in case folder, including processing and filing all incoming documents in a timely manner.
  • Manages clients’ file integrity in accordance with privacy and confidentiality laws and regulations.
  • Processes clients for termination for program violations, expired vouchers or voluntary withdrawals. This includes obtaining any necessary support documentation.
  • Assists with initial orientation briefings for new Housing Choice Voucher participants, Special Program allocations and moving orientation as required.
  • Serves as backup to issue vouchers and generate accurate rent estimates at initial and move orientations; expedites Request for Tenancy Approvals by verifying affordability, and requests inspections of dwelling units; and follows-up on pending Request for Tenancy Approvals.
  • Prepares monthly reports to advise supervisor of caseload status.
  • Provides information to clients about available housing options and how to choose quality housing.
  • Provides clients with resources and referral information needed to work toward self-sufficiency.
  • Performs other duties as assigned by supervisor.