ABOUT PAS
Professional Association Services, Inc. (PAS) has provided professional, efficient, and personalized management to homeowner associations and condominium communities throughout Northern California since 1993. As an Accredited Association Management Company (AAMC) and a Community Associations Institute (CAI) member firm, PAS is built on the belief that community management is a team effort between our staff and each association's Board of Directors. Complete, accurate, and timely association financials are a cornerstone of the firm, and our accounting team is central to delivering on that commitment.
POSITION SUMMARY
The Full-Charge Bookkeeper supports the accounting team in the preparation and review of modified-accrual financial statements for a portfolio of homeowner and condominium associations managed by PAS. This role serves as a key point of accounting expertise for both internal staff and community association board members, and plays a lead role in onboarding new associations, maintaining bank signature authority records, and administering the company's Strongroom system. The ideal candidate combines strong technical accounting skills with the judgment and communication ability to explain complex financial matters clearly to non-accountants, in keeping with PAS's philosophy of quality, service, performance, and integrity.
KEY RESPONSIBILITIES
- Assist in the preparation and review of monthly, quarterly, and annual financial statements for assigned associations — including balance sheets, accounts receivable reports, bank reconciliations, budget comparison reports, and cash disbursement reports — ensuring accuracy and compliance with each association's chart of accounts.
- Review financial packages prepared by other bookkeepers or staff for accuracy, completeness, and consistency prior to inclusion in board packets.
- Lead the financial onboarding of new association clients, including review and audit of prior financial records, reconciliation of owner assessment balances, verification of opening trial balances, and identification of discrepancies requiring correction when transitioning from a prior management company or self-management.
- Audit incoming owner ledger and balance data during association transitions to ensure accurate carryover of receivables, prepaid balances, and reserve funds.
- Establish, update, and maintain bank signature cards for association operating and reserve accounts, coordinating with banks, board officers, and management to ensure authorized signers are current and properly documented.
- Serve as a subject-matter resource for complex accounting questions from internal staff (Community Managers, Senior Community Managers, accounting team) and board members, including questions on reserve fund accounting, special assessments, delinquent account follow-up, and audit or tax preparation matters.
- Assist with the reconciliation of bank statements, savings/reserve accounts, and other balance sheet accounts monthly.
- Assist with preparation of materials for annual audits, reviews, compilations, and tax filings performed by external CPA firms.
- Identify and correct accounting errors, unusual variances, or out-of-balance conditions, and communicate findings to management and boards in clear, non-technical terms.
QUALIFICATIONS
- 5+ years of full-charge bookkeeping or full-cycle accounting experience; HOA/condominium association or property management accounting experience strongly preferred.
- Associate's or Bachelor's degree in Accounting, Finance, or related field preferred; equivalent experience will be considered in lieu of a degree.
- Demonstrated experience preparing and reviewing modified-accrual financial statements through trial balance and general ledger review.
- Experience with client/association onboarding, including transition audits of owner balances and financial records.
- Familiarity with bank signature card administration and account authorization procedures.
- Experience with Strongroom or a similar document management platform strongly preferred.
- Proficiency with HOA/property management accounting software (Vantaca experience a strong plus) and Microsoft Excel; familiarity with resident portal platforms such as Pilera is a plus.
- Strong working knowledge of GAAP as applied to community association accounting, including reserve fund and fund accounting concepts.
- Excellent verbal and written communication skills, with the ability to explain technical accounting concepts to board members and non-accounting staff with patience and professionalism.
- High degree of accuracy, organization, and discretion when handling sensitive financial information.
- Ability to manage multiple association portfolios and deadlines simultaneously.
WORK ENVIRONMENT & PHYSICAL DEMANDS
This role is primarily performed in a standard office environment at the PAS Fremont corporate office. Occasional evening availability may be required to support board meeting inquiries. Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions.
EQUAL OPPORTUNITY & FAIR CHANCE EMPLOYER
PAS is an equal opportunity employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental or physical), sex, gender, gender identity or expression, sexual orientation, marital status, medical condition, genetic information, military or veteran status, or any other basis protected by the California Fair Employment and Housing Act (FEHA) or applicable federal, state, or local law.
PAS will consider qualified applicants with criminal histories in a manner consistent with the California Fair Chance Act and other applicable law. Consistent with California Labor Code Section 432.3, PAS does not ask about salary history and will provide the pay scale for this position upon reasonable request.
DISCLAIMER
This job description reflects the general nature and level of work performed and is not intended to be a comprehensive list of all duties, responsibilities, and qualifications required. Duties may be modified or assigned as needed.
Pay: $90,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
