Accounting Coordinator / Bookkeeper

HALC; Ottawa (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

HALC is seeking a qualified accounting professional in Illinois to perform complex governmental accounting, payroll, and reporting duties. The role includes maintaining ledgers, processing payroll and benefits, and supporting audits and compliance with HUD funding requirements.

The ideal candidate has at least five years of focused accounting experience, an associate degree in accounting or related field, and strong Excel skills.

Qualifications

• Five years of increasingly complex technical accounting experience in maintaining financial and statistical records.
• Familiarity with payroll processing and tax forms.
• Experience with annual financial audits; HUD funding familiarity is a plus.
• Proficiency in Word and Excel.

Responsibilities

• Maintain and reconcile ledgers; prepare monthly financial reports.
• Process payroll and prepare payroll tax forms for state and federal agencies.
• Manage employee benefits processing and respond to benefit questions.
• Monitor contracts, purchase orders and funds deposits; ensure correct accounts.
• Record journal entries; support annual financial audits and year-end closing.

Skills

Advanced governmental accounting

Budgeting

Financial reporting

Reconciliation

Payroll processing

Education

Associates Degree in Accounting or related field

Job description

POSITION DESCRIPTION

Perform complex, technical and professional accounting and reporting activities which includes: program / cost center operating revenue and expense processing, staff payroll and benefit processing, maintaining fiscal files, employee files, lease agreements, reconciling major fund accounts, preparing detailed reports and financial documents, performing revenue analysis and reconciling data to the general ledger. Employees at this level are required to be fully trained in all procedures related to the assigned area of responsibility, will receive minimal instruction or assistance as new or unusual situations arise, will have full knowledge of the operating procedures and policies of the finance / accounting department work unit.

DUTIES & RESPONSIBILITIES –

1. Perform accounting work related to maintaining a variety of accounts and general ledgers; prepare monthly financial reports and special reports relating to the progress of assigned accounts.
2. Perform payroll processing, accounting and reporting on time; prepare required tax forms and statements including quarterly and annual payroll reports to state and federal reporting agencies.
3. Perform and monitor the processing of all employee benefits to ensure compliance with agency policies, procedures and regulatory requirements. Work with benefit providers to resolve specific employee concerns. Provide individual assistance to employees with benefit concerns and questions.
4. Monitor purchase orders, contracts and agreements; ensure funds are collected; ensure that funds are being deposited to the correct account.
5. Maintain and reconcile a variety of ledgers, reports and accounting records; prepare and post journal entries to record revenues, transfers, expenditures, adjusting and year-end closing entries. Monitor and update general ledger account structure and statement formatting as changes are implemented.
6. Allocate interest earnings to designated funds, maintain and reconcile data to the general ledger, enter investment data into the computer.
7. Conduct internal audits including petty cash audits; coordinate external petty cash audits with Property Managers.
8. Receive, review and process purchase orders, purchase requisitions, Section 8 landlord / tenant rent / utility allowance payment requests and other related documentation for completeness and compliance with financial policies, procedures, and contractual requirements.
9. Perform calculations on invoices to determine correct amounts, code, verify and electronically enter accounts payable data for check processing.
10. Follow-up on vendor statement discrepancies and serve as liaison between departments and vendors in the resolution of billing problems and inquiries.
11. Prepare, distribute, and report calendar year-end tax information to vendors, employees, landlords and the IRS or SSA.
12. Prepare worker's compensation reports for submission the agency's insurance carrier, maintain files, and monitor claims for final resolution. Coordinate claims with payroll processing and employee benefit eligibility.
13. Maintain accounting records in a manner that complies with and facilitates annual financial audits. Supply auditors with requested financial data in a timely and cooperative manner.
14. Provide administrative assistance in support of the finance / accounting department work unit, prioritize, coordinate, and assure the accuracy of assigned work.
15. Respond to the processing of staff and tenant information in a confidential and professional manner at all times.
16. Generate specialized reports and prepare general correspondence as instructed.
17. At all times, maintain a respectful and helpful attitude toward all residents, other staff, and the general public.
18. Perform related duties and responsibilities as assigned.
19. Perform human resource duties including onboarding and termination of employees, and communications with benefit providers and employees.
20. Collect and deposit money from laundry equipment throughout the county.
21. Support or back up the Accounting Coordinator's position.

KNOWLEDGE & ABILITIES

Knowledge of:

• Advanced governmental accounting principles and practices
• Principles and practices of budgeting
• Sound principles and practices of financial auditing requirements
• Principles and procedures related to accounts payable and accounts receivable
• Knowledge and understanding of employee benefits principles, practices, procedures, and documentation
• Automated financial management systems
• Advanced principles of math (percentages, fractions and decimals)
• Modern office procedures, office equipment and computer applications related to the work
• Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone

Ability to:

• Prepare, organize, analyze, and maintain complex accounting, payroll and financial records and files
• Develop and implement accounting system modifications
• Apply Federal, State, and local laws and regulations pertaining to accounting and payroll procedures
• Understand, interpret, and communicate the Agency's policies, procedures, rules and regulations
• Utilize computer software, including agency specific applications, to gather data, compile information and produce reports and implement tracking systems
• Be decisive, solve problems and prioritize work issues
• Understand and carry out oral and written instructions
• Communicate clearly and concisely, both orally and in writing
• Maintain effective interpersonal skills for interacting with others and maintaining cooperative working relationships with supervisors, co-workers, and business associates

MINIMUM JOB REQUIREMENTS -

• Any combination of the following experience and education that would provide the required knowledge and abilities is qualifying. Must possess a valid driver's license and be able to be insured for operating HALC owned vehicles and/or provide personal transportation as needed to perform duties.
• Five years of increasingly complex technical accounting experience in the maintenance of financial and related statistical records. Proficiency in Word and Excel;
• Education equivalent to completion of the twelfth grade supplemented by an Associates Degree (or higher) in a field related to the duties and responsibilities specified.

WORKING CONDITIONS AND PHYSICAL EFFORT

• Office environment working with computers. The noise level in the work environment is usually quiet.
• Must possess mobility to work with computers and standard office equipment, stamina to maintain attention to detail despite interruptions, strength to occasionally lift and/or move up to 10 pounds, vision to read printed materials and a computer screen and hearing and speech to communicate in person and over the telephone.

COMPENSATION –

1. Commensurate with the incumbent's qualifications and experience and;
2. Based on a wage rate comparability schedule and;
3. Subject to annual funding pro-rations imposed by HUD.

Perform complex accounting and reporting activities which include operating revenue and expense processing, maintaining fiscal files, reconciling major accounts, preparing detailed reports and financial documents, and reconciling to the general ledger. The ideal candidate will have knowledge of general accounting practices and possess an Associates degree in accounting. A valid Driver's License and the ability to pass a background check, including a drug screening will be required. Willing to train the right candidate.