301-Financial Services - 2216-301 Sr Account Clerk

Village Management Services Inc•Laguna Beach, CA

1d•Onsite

About The Position

JOB SUMMARY: Under general supervision, participates in performing major clerical accounting functions; performs related work as required. Positions in this classification are found only where a clerical accounting function requires two or more full-time employees. SR ACCOUNT CLERK ESSENTIAL FUNCTIONS: Participates in the processing and computer input for the payment of Mutuals and half of GRF accounts; matches receivers, invoices and purchase orders, checks for proper approval and processes invoices on contract progress payments; checks all coding and extensions, follows up with vendors and/or other departments to correct discrepancies; reconciles statements, notifies vendors of debit balances due to the Mutuals / GRF, prepares immediate pay checks, assists with accrual journal entries; and researches stale dated checks and follows up with letters to the payees, processes 1099’s and other governmental forms related to accounts payable. Reviews timecards, prepares and inputs pay entry batches, adjustments, permanent changes, and prepaid vacations for weekly and biweekly employees; inputs and edits daily labor sheets for Maintenance and Landscape; releases, balances, accepts and distributes payroll; prepares check requests for payroll, taxes and garnishments; processes deposits; and prepares account reconciliations of union-related accounts. Reviews batches of assessment payments and checks against source documents (i.e. coupons) for corrections of coding. Analyzes delinquencies, sends delinquency notices, follows up by telephone or letter when appropriate and monitors the collection process. Prepares delinquency reports for each Mutual and prepares and sends files for secondary collection agent, reviews Board minutes and prepares time-sensitive (i.e. 30-day pre-N.O.D.) letters and monitors expiration dates. Corresponds with third-party collection agent and reviews payment plan requests, demands for payment, and lien document itemizations and calculations. Reconciles and explains members’ account balances on demand and as a result of escrow closings and transfers payments between member accounts and accounts receivable systems when applicable. Maintains member accounts related to additional party fees.Processes in-house coupon batches and establishes EZPay payment method when applicable. Regular Attendance Required. All duties performed on-site for the Community. Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

Requirements

Graduation from high school including or supplemented by courses in bookkeeping
Experience in fiscal record keeping or equivalent combination of education and experience which produces the following:
Knowledge of the occupational hazards and safety precautions of the job
Knowledge of the computer and applicable software programs to perform the job
Knowledge of modern office equipment, practices, systems and procedures
Knowledge of the methods, practices and terminology used in financial and statistical clerical work
Knowledge of the principles and practices of bookkeeping
Knowledge of division and department rules, procedures and functions
Ability to post and to make mathematical computations rapidly and accurately
Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully
Skill in the operation of an adding machine and other standard office equipment
Possession of a valid California Driver’s License

Responsibilities

Participates in the processing and computer input for the payment of Mutuals and half of GRF accounts
Matches receivers, invoices and purchase orders, checks for proper approval and processes invoices on contract progress payments
Checks all coding and extensions, follows up with vendors and/or other departments to correct discrepancies
Reconciles statements, notifies vendors of debit balances due to the Mutuals / GRF, prepares immediate pay checks, assists with accrual journal entries
Researches stale dated checks and follows up with letters to the payees, processes 1099’s and other governmental forms related to accounts payable
Reviews timecards, prepares and inputs pay entry batches, adjustments, permanent changes, and prepaid vacations for weekly and biweekly employees
Inputs and edits daily labor sheets for Maintenance and Landscape
Releases, balances, accepts and distributes payroll
Prepares check requests for payroll, taxes and garnishments
Processes deposits
Prepares account reconciliations of union-related accounts
Reviews batches of assessment payments and checks against source documents (i.e. coupons) for corrections of coding
Analyzes delinquencies, sends delinquency notices, follows up by telephone or letter when appropriate and monitors the collection process
Prepares delinquency reports for each Mutual and prepares and sends files for secondary collection agent, reviews Board minutes and prepares time-sensitive (i.e. 30-day pre-N.O.D.) letters and monitors expiration dates
Corresponds with third-party collection agent and reviews payment plan requests, demands for payment, and lien document itemizations and calculations
Reconciles and explains members’ account balances on demand and as a result of escrow closings and transfers payments between member accounts and accounts receivable systems when applicable
Maintains member accounts related to additional party fees
Processes in-house coupon batches and establishes EZPay payment method when applicable