Grants Management Accountant

Position Overview

With general supervision from the Comptroller, the incumbent assists with completing the grant accounting activities of the Authority. The incumbent coordinates the activities and functions of the accounting system in relation to the grants awarded to the Authority by HUD and other agencies. Duties mandate a high level of personal initiative, independent judgment, financial analysis as well as the ability to effectively communicate with high-level personnel outside of the Finance Department.

Duties and Responsibilities

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.

1. Coordinates the accounting functions for all grants awarded to the Authority.
2. Coordinates with the Modernization Manager for identification of dates to schedule funds availability for making progress payments to modernization contractors.
3. Assists the Modernization Manager with preparations of budget revisions and annual expenditure reports for the Authority’s modernization programs.
4. Maintains all Federal grant program Contractor Payment Registers and reconcile Periodic Estimates for accuracy before approval by the Chief Financial Officer.
5. Prepares fund requisitions for electronic drawdown of Federal grant program monies and uses HUD’s electronic funds transfer system to obtain reimbursement for all Federal grant program expenditures.
6. Maintains files for modernization and other major grant program contracts, such as Family Self-Sufficiency (FSS), Rental Assistance Demonstration (RAD) and Redevelopment. Makes necessary journal entries to record receipt of drawdown funds from HUD and reconciles amount of funds received with general ledger cash account balance.
7. Prepares monthly Performance and Evaluation Report of all grants for disbursement for monthly financial reports for Board meetings and Internal personnel.
8. Provides monthly CFP obligations and expenditures to the Chief Financial Officer for updating LOCCS on an as-needed basis.
9. Maintains files for accounting documents such as check and journal vouchers, purchase orders, invoices, operating statements, deposit slips, canceled or voided checks, computer generated registers and accounts payable-related reports, operating budgets and various special purpose grant programs.
10. Ensures that proper purchasing procedures are followed according to the Authority’s Procurement Policy prior to payment of any invoice.
11. Performs monthly cash forecast to determine cash needs for all programs, grants, and activities and the preparation of pooled investment worksheets and investment register documents.
12. Coordinates with various Authority personnel to monitor HUD Section 3 compliance. Submits Section 3 Summary Report and Economic Opportunities for Low and Very-Low Income Persons to HUD on an annual basis.
13. Produces/Prints purchase orders for the entire organization. Maintains proper PO files with appropriate documentation.
14. Maintains contractor files, process invoices and all contractor’s payments for redevelopment activities such as Mixed Finance, RAD, and CFP using the Construction Management Module of Yardi.
15. Prepares and submits RAD Redevelopment loan advance requests to bank each month. Records required general ledger entries and reimbursements.
16. Reconcile monthly bank statements for Payroll, Section 8 and SRO.
17. Deposit rent checks and money orders for all Authority properties using the Remote Express Deposit Scanner to appropriate bank accounts.
18. Compiles month-end journal entries for COCC Fees and Charges, updates Statement of Revenues and Expenditures and Income Statement for monthly Board meeting.
19. Maintain the contract database and files.
20. Performs other related duties as required.

Required Knowledge and Abilities

1. Knowledge of the general operations and procedures of a Public Housing Agency (PHA).

2. Knowledge of the purposes, policies, and regulations of the Housing Authority as established by the Board of Commissioners or as set forth by HUD regulations.

3. Knowledge of accounting procedures and reporting requirements in the area of accounts receivable and billing.

4. Knowledge of the principals, methods, and practices of accounting.

5. Knowledge of modern office equipment including copiers, personal computers, mainframe terminals, calculators, facsimile machines, etc.

6. Knowledge in use of computer terminals, personal computers, spreadsheet, word processing, and other modern accounting related programs & equipment.

7. Ability to make complex arithmetic calculations, such as inter-ledger expense distributions, quickly and accurately.

8. Ability to follow established policies and procedures in the creation and maintenance of accounting records.

9. Ability to identify and rectify issues as they arise in the area of work.

10. Ability to operate a computer from a video display terminal to post general ledger batches and input data.

11. Ability to understand instructions for computer procedures such as startup, shutdown, restore, backup, file listing and logbook entries.

12. Ability to schedule work activities to meet deadlines.

13. Ability to establish and maintain effective working relationships with other employees and the general public.

14. Ability to present ideas and information in a clear and concise manner, both orally and in writing.

15. Ability to work in less than ideal office conditions, e.g. noise, high traffic areas, etc.

16. Knowledge of purchasing methods and procedures: including buying, shipping methods and regulations governing public procurement.

17. Knowledge of the laws, ordinances and other requirements governing the purchases of commodity services.

Minimum Education, Training, and/or Experience

Completion of at least two years of college or business school training specializing in accounting with four or more years’ experience in bookkeeping or accounting, preferably including experience related to specific responsibilities; or any equivalent combination of education, training, and experience which provides the required knowledge and abilities.

Physical Requirements

Must be physically able to operate a variety of automated office machines including computers, copiers, printers, facsimile machines, telephones, etc. Must be able to work, move, or carry objects or materials such as files, computer printouts, reports, calculators, pencils, legal pads, etc., generally no more than 20 pounds.

Special Requirements

1. Possession of a valid driver's license.

2. Able to be covered under the Housing Authority's fidelity bond.