We are seeking two motivated individuals to join our team:

 

 

 

Finance Director

POSITION DESCRIPTION

FINANCE DIRECTOR

 

DATE:   01/2023                                                                                   REVISED DATE: N/A

POSITION GRADE: 

REPORTS TO:  Executive Director

 

POSITION OVERVIEW

This is highly responsible management work related to the Authority’s accounting and financial reporting function.  The incumbent is responsible for the management of all activities related to accounting and financial reporting for the public housing, RAD PBRA, Low Income Housing Tax Credit Program (LIHTC) Investor requirements and reports as well as the 501(c)3, and related affiliate organizations.  Reporting to the Executive Director, this position is responsible for planning, budgeting, accounting, and reconciliation of all financial accounts as well as monitoring the financial performance of the various programs and funds.  Work assignments are received in the form of broad objectives and performance expectations with minimal direction in day-to-day operations.  This position supervises an Accounts Payable Specialist.

 

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. Responsible for all aspects of the Authority’s accounting and financial reporting activities including planning, budgeting, documenting and reporting.
2. Prepares, or arranges for the preparation of, budgets for the public housing, PBRA/LIHTC Mixed-Finance Developments, RAD PBRA  program based upon projected funding levels and estimates of income.   
3. Performs, or arranges for, calculations and completes paperwork and online submissions as required for annual Operating Subsidy and Housing Assistance Payments in accordance with applicable regulation.
4. Establishes and maintains accounting system for each fund including the chart of accounts, accounts payable, accounts receivable, obligations, nonprofit activity, and expenditures.
5. Monitors all CFP or related budgets to ensure the timely obligation and expenditure of funds.  Prepares periodic reporting, as required. 
6. Provides monthly reporting to the Executive Director for the timely update of status in the eLOCCS system and completes all eLOCCS drawdowns.
7. Establishes and maintains the accounts payable system including the coding of all charges to the appropriate budget and account.
8. Oversees the petty cash account.
9. Ensures the reconciliation and proper documentation of all expenditures and charges to the General Ledger.
10. Integrates information from the Property Management inventory control system and ensures the charging of parts and materials to the appropriate budget.
11. Establishes and maintains the internal charge system for management fees, bookkeeping fees, and asset management fees.  Ensures proper documentation of fees paid each month and ensures reconciliation between the programs. 
12. Reconciles appropriate bank statements as assigned in accordance with separation of duty requirements.  Ensures that all bank statements are reconciled in a timely manner.
13. Establishes and maintains payroll system and processes related withholding and tax payments.  Ensures the proper charge of pay and benefits to the appropriate budget and account.  Ensures that all pay period, quarterly, and annual reporting is completed including 940 Forms, 941 Forms, W-2s and related paperwork.
14. Produces periodic operating statements for each program.  Operating statements are to include comparisons as requested by the Executive Director or the Board of Commissioners.
15. Establishes and maintains a system for the tracking and depreciation of fixed assets.
16. Maintains insurance register and ensures the proper bidding and timely renewal of all coverage including property, casualty, health, and liability.  Ensures the proper charging of premiums to the appropriate budget and account.
17. Manages all investments to ensure maximum return in accordance with the Authority’s policy.  Maintains investment register.
18. Maintains all Finance Department contract files and ensures payments in accordance with the terms of each agreement.
19. Prepares and presents information as requested by the Executive Director.
20. Serves as liaison between the Authority and the external auditor.  Produces and provides documentation as required during the annual audit.  Prepares any action plans as required in response to audit findings.  Prepares, or arranges for the preparation of, the MD&A for audit inclusion.
21. Reviews Federal Regulations regularly to ensure the Authority’s compliance and advises the Executive Director of any necessary changes to policies and procedures to conform to regulations.
22. Prepares reports, budgets, or statements pertaining to the Authority’s fiscal operations for the Executive Director, the Board of Commissioners and the regional and national offices of the Department of Housing and Urban Development, investor partners, Board of Directors, and others as needed.
23. Oversees cash flow and analysis and investments of excess Authority funds in accordance with agency policies and concurrence of the Executive Director.
24. Performs and/or supervises monthly reconciliations, the closing of books at fiscal year-end, prepares statements for financial reports and prepares detailed accounts analysis as directed.  Completes year-end closing processes and ensures the timely submission of financial and program data to the Financial Data System.
25. Analyzes financial and related procedures and operation for improvements.
26. Prepares or arranges for the timely preparation of the tax reporting for related entities and non-profits to meet compliance requirements.  In addition, assures the maintenance of tax-exempt status.
27. Manages and assures the preparation of the DHA financial audit by June 30 each year and completes audit submission by July 30 each year.
28. Manage and responsible for financial aspects of the Authority’s development activities, including but not limited to attending development meetings, tracking financing related to the activities.
29. Attends professional meetings and training sessions to ensure proficiency in the housing, accounting, nonprofit, and bookkeeping fields, as requested.
30. Attends work with regularity and punctually and recognizes that attendance is an essential duty and responsibility of this position.

 

ADDITIONAL MANAGEMENT RESPONSIBILITIES:

This position is responsible for certain management duties that pertain to the operation or improvement of all agency programs and properties, including, but are not limited to, the following:

1. Coordinates and reviews the performance of all assigned staff using required Personnel forms on time.
2. Coordinates reporting under the Public Housing Assessment System, and the Financial Data System.
3. Prepares periodic reporting to funding agencies as required by the fund or program.  Ensures that requests for funding are prepared and submitted as required.
4. Provides support during property improvements, including general support for the expenditure of Capital Fund Program monies.  Also provides support for other grants and funding vehicles.
5. Provides periodic reporting and update to the governing boards (including the agency Board of Commissioners) regarding financial performance. 
6. Determines independently and recommends changes in policy or procedure as needed to improve overall operational performance, especially financial performance.
7. Additional management duties may be assigned, as needed, to ensure the maximum performance of the program.

 

BEHAVIORAL COMPETENCIES:

This position requires the incumbent to exhibit the following behavioral skills:

1. Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with sensitive topics and/or irate customers.
2. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; Manages difficult or sensitive customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance.
3. Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.
4. Teamwork: Balances team and individual responsibilities; Contributes to building a positive team spirit; Puts success of team above own interests.
5. Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions;

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

1. Knowledge of the structure, operations, policies, and procedures of a Public Housing Agency.
2. Knowledge of the vision, mission, and purposes of the Authority as established by the Board of Commissioners and the Executive Director.
3. Knowledge of Generally Accepted Accounting Principles, directives from the Government Accounting Standards Board, HUD accounting requirements, and specific grant accounting requirements (including requirements for obligations and expenditures).
4. Knowledge of the accounting and reporting requirements of various programs including the Low-Income Housing Tax Credit Program, Section 8 Project-Based Rental Assistance Program, and other similar programs that may be utilized by the Authority.
5. Knowledge of the Authority’s programs, budgets, income sources, and reserve accounts.
6. Knowledge of requirements under the CFP and other capital improvements funding sources, including planning, obligations, expenditures, and reporting.
7. Ability to plan, to organize, and to develop a variety of operational and management systems related to the position. 
8. Ability to orient and train other workers and to explain regulations, policies, procedures, or processes.
9. Ability to develop and understand budgets for each program and understand and maintain the internal charge system for project-based accounting.
10. Ability to read and interpret financial statements and audit documents.
11. Ability to present ideas and information in a clear and concise manner, both orally and in writing.
12. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, professionals, residents, HUD, and local, state, and federal officials.  Ability to communicate with people from a broad range of socio-economic backgrounds.
13. Ability to utilize HUD computer systems, including but not limited to: PIC, REAC, and EIV.
14. Ability to use computer software such as MS Word, Excel, Outlook, etc. and should be capable of using internet resources for research and developing and writing advanced reports.  Ability to learn other computer software programs is necessary as the position must interface with the agency’s software system for financial and program data.

 

PERFORMANCE STANDARDS:

Performance standards are provided to help facilitate the periodic evaluation of the degree to which the employee meets the requirements of the job.  The standards below represent examples and are in no way all-inclusive.  The Authority reserves the right to add or change performance standards through a modification of the position description, a supplemental performance evaluation tool, or written or verbal communication between the employee and their supervisor or the PHA Executive Director.  Achieving the performance standards in no way guarantees a change in compensation and does not supersede or affect the at-will relationship between the employer and employee.  Examples of performance standards for this position include, but are not limited to, the following:

1. Ensures the preparation of and maintains budgets for each program and ensures the agency’s budget performance.
2. Ensures the proper accounting and reporting of all income and expenditures.
3. Ensures that funds for CFP grants are obligated and expended by the due date imposed by HUD (or the Executive Director).  
4. Maintains annual reporting and reporting through the eLOCCS system in accordance with HUD requirements.
5. Maintains contracts and related documentation in accordance with regulations and handbooks.
6. Maintains auditable records and books of account to support audits of DHA activities without findings. 
7. Manages GHA finances to assist GHA to score at least a 90 on PHAS financial indicators. 

 

EDUCATION AND EXPERIENCE:

1. Bachelor’s Degree from an accredited college or university with major course work in accounting or business administration with accounting emphasis.
2. A minimum of five (5) years of responsible experience in the field of accounting.
3. At least three (3) years of experience in a PHA or other multi family accounting department.
4. Significant knowledge of HUD’s Housing Programs is also highly desirable.
5. An equivalent combination of education and experience to meet the required knowledge, skills, and abilities.

 

PHYSICAL REQUIREMENTS:

This position is required to work in an office setting that is generally accessible to the mobility and sensory impaired.  The incumbent must have the ability to utilize standard office equipment and access files and documents.  The incumbent must have the ability to lift up to 20 pounds.  Must be able to work while seated for extended periods of time.

 

SPECIAL REQUIREMENTS:

1. Ability to be covered under the Authority’s liability policy.
2. Must be bondable.
3. Possession of State of Georgia Driver’s License.
4. Prefer experience with Real Page One Site or similar software.

The second position is for a Leasing Consultant

 

POSITION QUALIFICATIONS:

 

Education:

• High School Graduate or General Education Degree (GED) for consideration
• Associate’s Degree or equivalent form 2-year college or Technical School preferred Experience/Specialized Knowledge:
• Sales and Customer Service
• Property Management Software and Low Income Housing Tax Credit (LIHTC) experience preferred Other Requirements:
• Completion of in-house training within the first 90 days of employment
• Passion – Enjoys the work that they do and demonstrates a pleasant demeanor on the job and shows desire for success
• Entrepreneurial Spirit – Exhibits behavior that is consistent with the Vision, Mission and Core Values of the Company; makes working environment enjoyable for self and others

 

 

The Leasing Consultant may be required to assist in special projects or activities designated by the Company or in the absence of the Property Manager. This may include due diligence, property acquisition/disposition, serving on or participating in company sponsored or sanctioned committees, organizations, functions, etc.

 

This job description should not be considered all-inclusive. It is merely a guide of expected duties. The employee understands that the job description is neither complete, nor permanent and it may be modified at any time. At the request of their Supervisor, an employee may be asked to perform additional duties or take on additional responsibilities without notice.

 

I acknowledge receipt of a copy of the Leasing Consultant job description and comply with the guidelines set forth.

 

 

To apply, email Shanna Kennedy SKennedy@gainesvillehousing.org, or fax your resume to 770-536-5150.