SUMMARY:
The Bookkeeper is responsible for maintaining accurate day-to-day financial records for Holly Lake Ranch Association and supporting the Association's accounting, billing, collections, reserve, savings, capital account, and financial reporting functions. This position works closely with the General Manager to ensure member accounts, bank accounts, financial transactions, reserve and capital funds, and accounting records are accurate and current. The Bookkeeper also assists with budget preparation and projections, payment plans, collections, month-end closing, reconciliations, and other routine accounting functions.
DUTIES AND RESPONSIBILITIES:
NOTE: Some descriptions may have more specific duties and/or goals and objectives attached to this form. Such attachments normally reflect unique aspects of specific locations, shifts, departments, etc.
1. Perform day-to-day bookkeeping and accounting functions for Holly Lake Ranch Association.
2. Maintain accurate financial records and ensure transactions are properly recorded within the Association's accounting software.
3. Process and maintain accounts receivable, including member assessments, fees, charges, credits, payments, and adjustments.
4. Prepare and process member billing and statements in accordance with established schedules.
5. Process ACH drafts and maintain accurate ACH payment information and records.
6. Receive, record, and properly apply member payments to accounts.
7. Review member accounts and aging reports regularly to identify delinquent balances and accounts requiring follow-up.
8. Prepare and send aging letters, delinquency notices, collection correspondence, and other account notifications in accordance with HLRA policies and procedures.
9. Process approved late-fee removals, account adjustments, credits, and corrections and maintain appropriate supporting documentation.
10. Coordinate collection activity on delinquent accounts, including preparing accounts for referral to the Association's collection agency and/or law firm.
11. Correspond and coordinate with the Association's law firm regarding delinquent accounts, collections, liens, foreclosures, payment plans, legal correspondence, and account status.
12. Prepare and provide account histories, balances, statements, payment records, and other documentation necessary for liens, lien releases, foreclosures, collections, and other legal collection activity.
13. Maintain accurate records of accounts involved in collections, liens, foreclosures, or other legal collection activity.
14. Assist with establishing and administering approved member payment plans in accordance with HLRA policies and procedures.
15. Prepare payment plan documentation, apply payments appropriately, monitor compliance, and maintain accurate records of payment plan balances and activity.
16. Follow up on missed or delinquent payment plan payments and communicate account status to the General Manager and/or Association's legal counsel as appropriate.
17. Communicate professionally with members regarding payment plan options, payment requirements, balances, account status, and delinquent accounts.
18. Activate and deactivate member amenity privileges based on account status and established HLRA policies and procedures.
19. Respond professionally to member questions regarding account balances, statements, payments, assessments, fees, late charges, payment plans, and other billing matters.
20. Prepare and enter journal entries and account adjustments as necessary.
21. Review accounting records and general ledger activity for accuracy and research and resolve discrepancies as needed.
22. Perform monthly bank and credit card reconciliations and research and resolve discrepancies.
23. Assist with month-end closing procedures, including account reconciliations, journal entries, account reviews, and preparation of financial information.
24. Assist with year-end closing procedures and provide requested financial records, schedules, and supporting documentation to the Association's outside accountant, auditor, or tax professional.
25. Maintain the Association's chart of accounts and make approved changes as necessary.
26. Assist with the accounting, tracking, and reconciliation of HLRA reserve funds, savings accounts, capital accounts, and other Board-designated or restricted funds.
27. Maintain accurate records of reserve, savings, and capital account activity, including transfers, deposits, expenditures, interest, balances, and supporting documentation.
28. Complete monthly reconciliations of reserve, savings, capital, and other restricted accounts and prepare necessary adjusting journal entries.
29. Assist the General Manager with monitoring reserve, savings, and capital account balances and tracking expenditures against approved projects and designated funding.
30. Assist with transfers between operating, reserve, savings, and capital accounts as approved by the General Manager and/or Board of Directors.
31. Maintain accurate accounting and separation of operating funds, reserve funds, savings accounts, capital accounts, and other designated or restricted funds.
32. Prepare reserve and capital account schedules and supporting reports as requested for budgeting, financial projections, month-end and year-end close, audits, and Board review.
33. Assist the General Manager with long-term reserve and capital planning by providing current balances, historical expenditures, projected funding, and other relevant financial information.
34. Assist the General Manager with preparation of the Association's annual operating and capital budgets.
35. Assist with budget planning and financial projections by compiling historical financial information, current expenditures, revenues, trends, and anticipated costs.
36. Monitor actual revenues and expenses compared to budget and assist with identifying significant variances.
37. Prepare routine financial reports, schedules, account information, and supporting documentation as requested by the General Manager.
38. Provide financial information and supporting documentation to assist the General Manager with financial planning and decision-making.
39. Assist with gathering and organizing information requested for audits, tax preparation, financial reviews, and other outside accounting services.
40. Assist with accounts payable functions, including reviewing invoices, coding expenses, entering bills, and preparing payments as assigned.
41. Maintain accurate vendor records and supporting documentation.
42. Maintain organized electronic and/or physical financial records, including bank reconciliations, member account documentation, collection records, payment plans, reserve documentation, invoices, reports, and other supporting documentation.
43. Review financial activity for accuracy and promptly bring unusual transactions, discrepancies, delinquency concerns, payment plan issues, or other financial matters to the attention of the General Manager.
44. Maintain confidentiality of member, employee, banking, legal, and Association financial information.
45. Work cooperatively with the General Manager, Association staff, financial institutions, vendors, attorneys, collection agencies, outside accountants, auditors, and other professionals as necessary.
46. Interpret, apply and adhere to HLRA policies and procedures in a consistent and professional manner.
47. Attend meetings as requested by the General Manager when financial or member account information is needed.
48. Perform other bookkeeping, accounting, administrative, and financial duties as assigned by the General Manager.
POSITION REQUIREMENTS, KNOWLEDGE, SKILLS & ABILITIES:
1. High school diploma or equivalent required. Associate degree, bookkeeping/accounting coursework, or related education preferred.
2. Previous bookkeeping, accounting, accounts receivable, or similar financial experience preferred.
3. HOA, property management, community association, or similar member-accounting experience preferred but not required.
4. Working knowledge of bookkeeping and accounting principles, including accounts receivable, accounts payable, bank reconciliations, journal entries, general ledger activity, and month-end closing.
5. QuickBooks knowledge and experience strongly preferred.
6. Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
7. Experience with accounting, billing, payment-processing, or property-management software preferred.
8. Ability to prepare and review account reconciliations and identify and resolve discrepancies.
9. Ability to understand and work with aging reports, member account histories, payment plans, collections, liens, foreclosures, and delinquency procedures.
10. Basic understanding of HOA reserve funds, savings accounts, capital accounts, restricted funds, and the importance of properly accounting for and separating designated funds.
11. Ability to assist with budget preparation, projections, and budget-to-actual tracking.
12. Strong organizational skills and attention to detail with the ability to manage multiple deadlines and recurring financial responsibilities.
13. Ability to communicate professionally and effectively with members regarding billing, payments, payment plans, delinquent balances, and other financial matters.
14. Ability to work professionally with attorneys, collection agencies, financial institutions, vendors, staff, and outside accounting professionals.
15. Ability to exercise good judgment and maintain a high level of confidentiality when handling sensitive financial, legal, employee, and member information.
16. Strong written and verbal communication skills.
17. Dependable, accurate, organized, and able to work independently while following established policies and direction from the General Manager.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
