Full-Charge Bookkeeper/Administrative Assistant
Position Summary
The Full-Charge Bookkeeper is responsible for all accounting and financial operations of a self-managed California homeowners association (HOA). This position maintains the Association's financial records, prepares monthly financial statements, oversees owner assessment accounting, coordinates annual audits and tax preparation, assists with budget development, and ensures compliance with applicable accounting standards, California law, the Association's Governing Documents, and Board policies.
In addition to financial responsibilities, this position provides professional customer service to homeowners by responding to account and operation inquiries while consistently applying the Association's Governing Documents, policies, and procedures in an equitable and impartial manner.
This position also performs key administrative functions, including administration of the Association's resident access control system, maintenance of both digital and hard-copy Association records, processing escrow and sales demand requests, and supporting the Lead Administrator and Board of Directors with financial and administrative operations.
The successful candidate is highly organized, detail-oriented, trustworthy, and capable of working independently while managing multiple priorities. The ideal candidate exercises sound judgment, maintains strict confidentiality, communicates professionally with homeowners, vendors, and Board members, and contributes to the efficient operation of a self-managed homeowners association.
Essential Duties and Responsibilities
General Accounting
- Maintain the Association's general ledger and chart of accounts.
- Record and reconcile all financial transactions accurately and in a timely manner.
- Prepare monthly journal entries and account reconciliations.
- Perform monthly bank reconciliations for all operating, reserve, and investment accounts.
- Monitor cash flow and maintain accurate cash balances.
- Maintain accounting records in accordance with Generally Accepted Accounting Principles (GAAP).
Accounts Receivable
- Process monthly homeowner assessment billing.
- Post owner payments received through lockbox, ACH, checks, and electronic payment systems.
- Maintain individual owner account ledgers.
- Assess late fees, interest, fines, collection costs, and other charges as authorized.
- Monitor delinquent accounts and prepare reports for Lead Administrator and the Board of Directors.
- Coordinate with collection agencies, legal counsel, and escrow companies regarding collections, liens, payoff demands, and related matters.
- Process ownership transfers and update homeowner records following escrow closings.
Accounts Payable
- Review, code, and process vendor invoices.
- Verify proper approvals before payment.
- Prepare and issue vendor payments.
- Maintain vendor files, W-9s, insurance certificates, and contract records.
- Prepare and file annual IRS Form 1099 reporting.
Financial Reporting
- Prepare complete monthly financial statements for Board review, including:
- Balance Sheet
- Income Statement
- General Ledger
- Cash Reconciliation
- Accounts Receivable Aging
- Reserve Fund Activity
- Investment Summary
- Additional supporting schedules as requested
- Prepare financial information for Board meetings.
- Provide financial analyses and reports as requested by Lead Administrator and the Board of Directors.
Budget and Reserve Administration
- Assist with preparation of the Association's annual operating budget.
- Track reserve expenditures and capital improvement projects.
- Record reserve transfers and reserve fund activity.
- Coordinate with reserve study professionals as needed.
- Monitor reserve funding and expenditures to ensure proper accounting and reporting.
Annual Financial Responsibilities
- Coordinate the Association's annual financial review or audit with the Certified Public Accountant.
- Prepare supporting schedules and requested documentation for CPA review.
- Assist CPA with preparation of annual tax returns.
- Maintain accounting records and support documentation for CPA review/audit purposes.
Administrative Responsibilities
- Respond professionally and courteously to homeowner inquiries regarding account balances, billing, access credentials, ownership records, escrow requests, and other operation matters in person, over the phone, and via email.
- Process escrow demands, payoff demands, lender questionnaires, refinance requests, ownership transfers, and related sales documentation in accordance with Association procedures and applicable timelines.
- Administer insurance requirements for renewals and vendor COIs.
- Maintain accurate and organized digital and hard-copy Association records including accounting, homeowner, vendor, contract, and administrative files in accordance with the Association's document retention policies.
- Provide excellent customer service while consistently enforcing the Association's Governing Documents, Rules and Regulations, policies, and Board directives in a fair, consistent, and impartial manner.
- Administer the Association's resident access control system, including programming and issuing access devices, maintaining owner and resident information, and updating access records.
- Prepare correspondence, notices, financial reports, and other documents as requested.
- Cross-train with staff to help ensure continuity of office operations during employee absences.
- Support the Lead Administrator and Board of Directors with administrative and financial projects as assigned.
Compliance
- Maintain financial records in accordance with California law, the Association's Governing Documents, Board policies, and Generally Accepted Accounting Principles (GAAP).
- Assist with preparation of financial disclosures and records required under the California Davis-Stirling Common Interest Development Act.
- Maintain strong internal accounting controls and recommend process improvements.
- Protect confidential financial, homeowner, personnel, and Association information.
- Stay informed of changes in laws, regulations, and accounting standards affecting homeowner’s associations.
Other Duties
- Participate as a member of a small office team by assisting in other operational and administrative functions as needed.
- Perform other duties and special projects as assigned by the Lead Administrator or Board of Directors.
- Cross-train with staff to maintain office operations during absences
Qualifications
- Minimum five (5) years of full-charge bookkeeping or accounting experience.
- Strong working knowledge of Generally Accepted Accounting Principles (GAAP).
- Experience preparing complete monthly financial statements.
- Experience with assessment/customer accounting and owner account management.
- Advanced proficiency in QuickBooks and Microsoft Excel.
- Excellent organizational, analytical, and problem-solving skills.
- Exceptional attention to detail and accuracy.
- Ability to maintain strict confidentiality.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities while meeting deadlines.
Preferred Qualifications
- Three (3) years of HOA or property management accounting experience preferred.
- Knowledge of California HOA accounting practices and the Davis-Stirling Common Interest Development Act.
- Experience working directly with Boards of Directors.
- Experience coordinating annual audits and reserve accounting.
- Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field, or equivalent experience.
Knowledge, Skills, and Abilities
The successful candidate will demonstrate:
- Ability to interpret financial information and explain it clearly to Board members and homeowners.
- Excellent customer service skills.
- Ability to exercise sound judgment and discretion.
- Strong organizational and time management skills.
- Highest level of confidentiality and professional discretion required.
- Ability to work independently with minimal supervision.
- Commitment to accuracy, professionalism, and continuous improvement.
Physical Requirements
- Ability to remain seated and work at a computer for extended periods.
- Ability to occasionally lift up to 25 pounds.
- Ability to access filing cabinets and office storage.
Compensation and Benefits
The pay range will be $25 to $29 per hour, based on qualifications and experience. This is a 30 hour per week position. The regular work schedule is Monday - Friday 11:00 AM to 5:30 PM and requires attendance at the Association’s monthly Board of Director’s meeting, which is a minimum of one evening shift per month, from 2:30 PM to 9:00 PM. Additional evening shifts may be required based on operational or business needs. The regular daytime schedule may also be adjusted from time to time to accommodate special projects, meetings, or other operation requirements.
Salary is competitive and based on qualifications and experience.
Benefits include paid holidays and paid time off.
Employment is contingent upon successful completion of a background check and verification of employment eligibility.
Pay: $25.00 - $29.00 per hour
Benefits:
Work Location: In person
