Clerical Accounts Payable Clerk

Position Title: Clerical & AP Clerk
Reports To: Executive Director
Department/Division: Administration
FLSA Status: Non-Exempt
Date: February 6, 2023
Employment Status: Full-Time

Position Summary
The purpose of this position is to process the following: payments to vendors, sales and use tax, for credit card purchases, to prepare 1099's and respond to accounts payable inquiries. This is accomplished by reviewing, entering, and posting invoices, processing, and mailing checks, splitting paid charges, verifying that non-incorporated vendors are set up for 1099's, running the monthly sales report, calculating accrued sales tax, and filing. Responsible for intake of applications, and other clerical duties. These tasks are to be performed at a level that supports the Agency's efforts to achieve the highest rating on HUD's evaluation systems.

Responsibilities
The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

Accounts Payable duties:

1. Opens daily mail and stamps with date received. Verifies vendor number, purchase order number, property, quantity, price, and general ledger account number from the related purchase order. Verifies that purchase order has been received by staff and the date received. Ensures that payments to vendors are timely to take advantage of discounts.
2. Enters and posts invoices into the financial accounting system. Splits paid charges out to the site level. Ensures that all invoices balance to the batch total in the computer system and files.
3. Contacts vendors and/or staff to clarify information, requests information or alerts them of problems such as price variance or quantity discrepancy. Researches any past due invoices and/or statements.
4. Processes purchasing card transactions for all employees. Verifies that the receipts match the statement, ensures that there is a purchase order for each item listed on the statement and that procurement requirements are followed. Contacts staff to clarify and/or request information. Enter all statements into the computer system.
5. Maintains vendor information, verifies that non-incorporated vendors are set up for 1099's and verifies vendor addresses. Verifies amount to be reported on 1099's, prints and mails 1099's to vendors; sends 1096 form to IRS by deadline.
6. Selects invoices to be paid, prints, folds, mails checks and direct deposit notices. Sends positive paycheck information to the bank; and sends electronic payment files to the bank.
7. Stops payment, voids and reissues lost or incorrect payments. Research checks information in the bank software. Checks the bank daily for any fraudulent checks.
8. Allocates payments for monthly financial reports. Creates Excel worksheets including properties, amounts, general ledger numbers, dates, and notes to allocate charges to individuals or to properties. Verifies that the correct properties are being charged. Submits the files to Accounts Receivable to be uploaded in the computer system. Files the invoices.
9. Contacts vendors to request refunds, and/or removal of late fees.
10. Promptly notifies Financial Officer of required corrections or adjustments.
11. Collects payments for rent and other services from residents from drop box and issues receipts. Posts transactions and prepares and makes deposits.
12. Reviews security deposit refund information; issues refund or follows procedures for collection if required.
13. Researches and resolves unapplied/unidentified cash receipts, reconciles payments and shortages and maintain auditable records.
14. Responsible for posting late fees or other fees, posting adjustments and posting bank drafts to tenant accounts.
15. Posts payments received towards tenant accounts receivables.
16. Processes tenant accounting transfers, including the preparation of move-out statements and deposits related security deposits to the new site security deposit account.
17. Maintain records of debt owed and adjust to accounts when payment is made and write off collection losses. Report to EIV & PIC the debt.
18. Posts rental payments and Housing Assistant Payments (HAP) and generates a report that reflects all charges such as rent, excess utilities, late fees, move out charges and court costs for each public housing site.
19. Enters utilities into the system, posts utilities and prorated utilities to tenant's accounts, calculates prorated utilities, calculates and posts utility consumptions into spreadsheet.
20. Assists in preparation and maintaining information required for audits and/or HUD monitoring reviews.

Intake duties:

1. Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner or routes/directs inquiries to appropriate staff.
2. Receives, reviews, and processes applications for HCV and PH programs.
3. Interviews applicants on a scheduled basis and explains program and eligibility requirements. Addresses applicant concerns regarding program, application processing, waiting list placement, and explains decisions if application denied.
4. Assists applicants in completion of forms and identification of required documents.
5. Reviews applications and documentation for completeness, logs applications, and accurately inputs data into computer.
6. Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
7. Determines whether applicants meet program eligibility requirements. Contacts and interviews references to determine whether applicants meet the Agency's suitability standards and ranks applications according to successful compliance with eligibility requirements and established policies.
8. Requests additional documentation from the applicant and/or references and/or may makes field visits and/or visits to the applicant's place of residence when appropriate. Ensures that all requirements for written independent verification of information are met in an appropriate and timely manner.
9. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy.
10. Based upon a review of all information assembled, identifies factors that indicate a particular type of residential complex or unit may be required to meet specialized individual needs.
11. Assists in coordination of the orientation program for landlords and tenants. Implements comprehensive orientation program to ensure landlords and certificate/voucher holders are fully aware of their responsibilities and duties under the program.
12. Explains HCV rental agreements, payments, housing quality standards, and other program rules, regulation and requirements to perspective tenants and landlords; resolves any issues or concerns on program requirements and utility allowances.
13. Verifies preferences for waiting list applicants and refers to suitable housing unit.
14. Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding. Ensures a fair and impartial process of placement of referred waiting list candidates into available vacant units.
15. Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files.
16. Collects payments for rent and other services from tenants and issues receipts.
17. Assists with entering and closing work orders.
18. May schedule and conduct re-examination interviews with tenants as assigned, following proper verification methods/processing for each re-examination in accordance with HUD and Agency policies and procedures. Assists in examination and resolution of income discrepancies as necessary.
19. Assists in coordinating background information checks of applicants. Assists in performing final eligibility verifications.
20. Contacts eligible applicants to offer available units in accordance with Agency policies and procedures.
21. Ensures privacy and maintains security of confidential materials sent to the Finance Department.
22. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience

High school diploma or possession of a certificate of equivalence of High School Achievement (GED) with an Associates degree preferred with three (3) years of progressively responsible experience in bookkeeping, accounting, finance, low-income housing or closely related field or an equivalent combination of education and experience.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

• Occupancy Standards
• Rent Calculation
• Enterprise Income Verification System (EIV)
• Fair Housing

Knowledge and Skills

1. Ability to learn federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing as appropriate to position.
2. Working knowledge of interviewing techniques and record maintenance.
3. Ability to meet and deal tactfully and courteously with the public.
4. Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
5. Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
6. Ability to perform a job independently upon receiving general instructions.
7. Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias which may include those designated and available on the internet.
8. Intermediate mathematical ability for working with real numbers, fractions, percentages, ratios/proportions, and measurements.
9. Must be knowledgeable in State requirements regarding Sales and Use Tax, 1099 IRS rules and general accounting principles.
10. Intermediate writing skills necessary for report writing, business letters, expositions and summaries with proper format, punctuation, spelling and grammar, using all parts of speech.
11. Considerable skills in operating appropriate Agency computer equipment, applicable software such as Microsoft Outlook, Excel and Word and general office machines including 10-Key calculator.
12. Ability to deal effectively with sensitive and confidential information.
13. Ability to establish and maintain effective, professional, and tactful working relationships with co-workers and persons outside the Agency.

Supervision Controls
The employee receives instructions from the Executive Director. Courses of action, deadlines and priorities are established by policy, procedure, rules, or regulations, depending upon the assignment. Routine duties are initiated by the employee without direct supervision. The employee has no supervisory duties.

Guidelines
Guidelines followed by the Clerical & AP Clerk include published laws, regulations, handbooks, financial and accounting standards established through nationally recognized accounting standards boards. If guidelines do not cover a situation, the employee consults the supervisor. Sound judgment, consistency, and accuracy are needed to successfully perform duties.

Complexity
The employee performs a variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks are to be coordinated, integrated, and/or prioritized to be accomplished within set deadlines. Routine work is relatively structured, and problems may require consultation with the supervisor.

Scope and Effect
The employees' work affects the Agency's credit standing and budget. Successful accomplishment of tasks by the employee can enhance the Agency's ability to provide housing that is decent, safe, and sanitary, and to render adequate services for its tenants.

Personal Contacts
The employee has contact with co-workers, tenants, vendors, and business firms. Personal contacts serve multiple purposes including giving or gaining information and resolving problems.

Physical Requirements
The physical demands described here 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 the essential functions.

1. Must be able to simultaneously sit and/or stand for up to eight (8) hours at a time while performing work duties.
2. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
3. Must be able to bend, stoop, push, and pull in the performance of office-related duties.
4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
5. Must have vision and hearing corrected to be able to perform essential job function.
6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
7. Must maintain a professional appearance and portray a positive image for the Agency.
8. Must be able to maintain punctuality and attendance as scheduled.
9. An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.

Medicinal and Recreational Marijuana
Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for reasonable accommodation to use marijuana under any circumstance.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

1. Must possess a valid driver's license and maintain a good driving record.
2. Must be available for occasional overnight travel for training.
3. Must pass employment drug screening.
4. Must pass criminal background check.
5. Must work with the highest degree of confidentiality.

Read and Acknowledge
The Dickson Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Dickson Housing Authority is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.