HUD Accounting Assistant

: POSITION TITLE: HUD ACCOUNTING/HOUSING ASSISTANT RESPONSIBLE TO: Housing Division Manager FLSA STATUS: Non-Exempt POSITION GOALS: To provide assistance to the Housing Division Manager with various accounting and clerical tasks, primarily on accounts payable, accounts receivables and HUD billings. In addition, the position will provide assistance to the Housing Division Manager to handle housing related tasks. ESSENTIAL FUNCTION Assists in maintaining HUD and other housing project administrative files, including contracts for services, start-up documents, and other legal documents, inventory of forms, supplies and equipment.

Assists in gathering, compiling and preparing information needed for business reporting purposes relating to HUD and other housing projects, including contractual requirements. Provide assistance in processing and preparing year-end financial data for REAC electronic transmission as required by HUD Review of monthly accounting rental collection reports from the various HUD projects making sure that all balances are correct, making adjustments/corrections as needed and posting A/R information from the rent schedules to the subsidiary and general ledgers.
• Process accounts payables from verification of invoices to check disbursements including:
  • Timely payment of invoices/bills, reporting unusual variances of recurring expenses to the Housing Division Manager and monitoring payments to avoid making duplicate payments.
  • Reviews checks issued for accuracy before distribution and mailing, making sure that funds are available before checks are released.
  • Preparation of 1099s's for vendors at year end.

Processing and transmittals of monthly billings for HUD's Housing Assistance Payment.

Make bank deposits as needed. Determine financial transactions entries and post to the general ledgers monthly. Assists Housing Manager in preparation of audit reports including a list of items needed to have available and reconcile/document support for all balance sheet accounts prior to the start of the audit. Maintain a monthly fixed asset inventory including any assets purchased by HUD, such as: land and buildings, motor vehicles, furniture, office equipment, computers, fixtures and fittings, plant and machinery. Submit requests for real property tax exemptions for the projects requiring annual submittals and keep track of changes or new requirements for the projects that are automatically renewed.
• Performs other related duties as assigned by Management/Supervisory staff.

CORE EXPECTATIONS

• Customer Service. Is proactive to create, adapt and develop services that are responsive to customer needs/ expectations. Maximizes customer satisfaction.

• Adheres to and maintains current MHK work rules. Reports and/or resolves issues of non-compliance.

• Adheres to and maintain current knowledge of MHK code of conduct/ethics, applicable federal and state laws and regulations, accreditation and MHK policies and procedures. Reports and/or resolves issues of non-compliance.

• Adaptability/ Change Management. Is flexible and open to new ideas. Creates/ supports new initiatives. Assists others. Exhibits optimism in adapting to change. Seeks opportunities to try new ways of doing things. Begins projects with the end in mind.

• Communication & Listening Skills. Uses current MHK transparent communication model. Keeps others informed. Writes and speaks clearly, concisely, and effectively. Uses active listening. Genuinely strives to understand other viewpoints first before speaking. Respects differing viewpoints.

• Conflict Resolution & Negotiation. Uses current MHK conflict resolution model. Goes first to the person with whom there is a problem. Focuses on the operating issues, separating out the personal issues. Seeks clear, equitable solutions that benefit the greater organization.

• Problem Solving. Uses current MHK problem solving model. Resolves problems timely, with win-win solutions that benefit the greater organization. Follow through, applies solutions, and is accountable.

• Teamwork. Participates and supports the collective MHK goals and offers ideas to synergize solutions.

• Systems Thinking. Expresses opinions, offers solutions and makes decisions based on clinical/ business principles; corporate goals; and current MHK values/ ethics.

• Organizational Alignment. Offers opinion, solutions and decisions for individual programs that are aligned with the mission, values, and goals of the greater MHK organization.

• Accountability & Compliance. Is accountable for assignments. Offers to assist others. Holds self and others accountable for business functions. Complies with MHK work rules, and corporate compliance policy.

• Utilizing Resources & Stewardship. Is proactive to create, adapt and develop services that are responsive to customer needs/ expectations. Maximizes customer satisfaction.

QUALIFICATIONS Expectations: To assist people with psychiatric disabilities ranging from transitional issues such as anxiety and depression, to life-long, serious mental illness; e.g., schizophrenia; bi-polar disorders; and behaviors that may involve psychosis (i.e., hearing voices; visual hallucinations; delusions, etc.). To facilitate stressful situations and emotional conflicts with persons served and other stakeholders as part of your job. Education & Experience: Minimum Qualifications : High school diploma or equivalent. Three (3) years of experience in accounting. Strong knowledge of accounting, business letters, business forms, modern office methods and equipment. Able to type, computer literate, and proficient with spreadsheet. Preferred Qualifications : Business school graduate or equivalent. Experience with QuickBooks and/or One Site programs. Professional/Personal Skills : Ability to serve as a positive mentor for adults with mental illness needing assistance with daily living skills and community acceptance. Desirable characteristics include tolerance in crisis or stressful situations; able to work as part of a team, good interpersonal and problem-solving skills; flexibility; good oral written and communication skills. Experience in fundamental financial record keeping. Knowledge of business letters, business forms, modern office methods and equipment. Able to type, computer literate, and 10-key by touch. LICENSES & CERTIFICATIONS : Pre-employment:

• Criminal Background Check
• Health Clearance
• Current TB Clearance or TB X-Ray (two-step TB Clearance is required for TLP location)
• High school diploma or equivalent and/or official College Transcripts (mailed from the school directly to MHK)
• Valid Hawaii driver's license, current vehicle insurance & safety inspection
• Safe driving record as documented by a Traffic Abstract

If applicable for the position:

• Current CPR & First Aid Certificates
• Copies of current professional licenses held
• Current valid Hawaii driver's license, vehicle insurance & safety inspection
• Current safe driving record as documented by a Traffic Abstract

PHYSICAL DEMANDS : The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. May occasionally be required to lift up to 25 pounds in a work setting. Must talk and hear frequently for telephone use and basic communication. May periodically sit, stand, bend, stoop, twist, reach, walk and climb stairs. Must be able to drive to different locations, which requires the use of a personal vehicle. WORK ENVIRONMENT : Variable, depending on need.