HOA Bookkeeper

Job Description

Job Description

MISSION BAY COMMUNITY ASSOCIATION

Bookkeeper — Part-Time

In-Office • Reports to the Property Manager

 

Job Summary

Mission Bay Community Association, a self-managed HOA, is seeking a detail-oriented, part-time Bookkeeper to maintain accurate financial records and support the Association's compliance with Florida Statute 720. Working closely with the Property Manager, the Bookkeeper is responsible for bank reconciliations, accounts receivable and payable, delinquency collections, and monthly financial reporting. This role combines traditional bookkeeping duties with hands-on community association accounting, including amenity income tracking, special assessment monitoring, and owner account management. This is an in-office position based at the Association's on-site management office.

 

Key Responsibilities

Bank & Financial Reporting

1. Perform monthly bank reconciliations across all Association accounts

2. Enter and reconcile Tennis, Pickleball, and Square deposit income against bank statements

3. Complete monthly general ledger account reconciliations

4. Prepare monthly financial reports and management summaries for the Board

5. Support annual budget planning, year-end close, and audit preparation

Accounts Receivable

6. Upload and apply bank payments in Enumerate

7. Process quarterly assessment payments received in the office

8. Process miscellaneous cash receipts, including rentals and access card fees

9. Set up and process electronic payments (e-payments) for owners

10. Resolve owner account adjustments, including NSF items and misapplied payments

11. Respond to owner account inquiries by phone and email

12. Manage ACH enrollments and updates

13. Monitor special assessment receivables and process early payoffs

14. Train on the e-payment system, check scanner, and lockbox processing

Accounts Payable

15. Assist the Property Manager with day-to-day accounts payable processing

16. Process AP through AvidExchange

17. Provide AP documentation and support for the annual audit

Collections

18. Prepare weekly delinquent account reports and worksheets

19. Conduct outreach calls and emails to delinquent accounts

20. Post late fees to delinquent accounts on a quarterly basis

21. Prepare and mail late notices and NOLA (Notice of Late Assessment) letters

22. Set up and manage owner payment plans in coordination with collections counsel

23. Provide ongoing follow-up on active collection matters

Additional Duties

24. Process estoppel certificates and owner questionnaires as needed

25. Record and report Board meeting minutes

26. Upload monthly financial reports and minutes to the Association website

27. Prepare annual coupon books

28. Support the annual budget meeting and mailing

29. Report monthly water usage to the South Florida Water Management District

Qualifications

30. Bachelor’s degree in accounting or a related field preferred; equivalent bookkeeping experience considered

31. Prior experience as a bookkeeper, accountant, or in community association financial management

32. Working knowledge of generally accepted accounting principles (GAAP)

33. Proficiency in Microsoft Excel; experience with QuickBooks or similar accounting software

34. Familiarity with Enumerate and AvidExchange a plus

35. Strong mathematical, analytical, and organizational skills

36. Excellent attention to detail, time management, and written and verbal communication skills

37. Comfortable working full-time hours on-site, including resident-facing collections calls, AP processing, and office-based duties

 

Compensation

$27–$28 per hour, commensurate with experience.

 

Schedule & Location

This is a part-time, fully in-office position based at the Association's on-site management office. All bank reconciliations, GL work, reporting, accounts payable, collections, and resident-facing duties are performed on-site during scheduled office hours.