AUBURN LAKE TRAILS PROPERTY OWNERS’ ASSOCIATION

JOB DESCRIPTION

JOB TITLE: ACCOUNTING SUPERVISOR

EXEMPT: Yes

DEPARTMENT: Accounting

REPORTS TO: General Manager

APPROVED BY: Board of Directors DATE: March 10, 2011

REVISED BY: General Manager DATE: December 30, 2022

DEFINITION: Accounting Supervisor (AS) position oversees the preparation of financial and managerial reports, executes investment activities/directions, develops and implements cash management strategies, and monitors expenditures on a department-by-department basis. Responsible for the performance of a variety of complex accounting procedures in accordance with prescribed standards, procedures and controls. Accountable for all receipts, cash custody and expenditures of the Association funds; performs all related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Association Level:

I. Financial and Managerial Reports – AS develops and maintains a series of financial and managerial reports for use by the Board of Directors, Finance Committee, and General Manager. Such reports include but are not limited the preparation and distribution of:

a. Monthly financials comprised of updates of the financial condition of the Association regarding cash receipts and expenditures, accounts payable and receivable, labor costs, profit and loss, general ledger, and other items pertinent to the operation of the organization, and

b. Quarterly Projected Expenditure Reports that provide quarterly estimates of current and projected expenditures.

II. Investment Activities – AS implements investment portfolio strategies as approved by the Board of Directors.

III. Cash Management – AS develops and maintains short and long-term cash management plans to ensure that the Association has adequate cash available to meet its needs.

IV. Budgetary Expenditure Controls - Under limited supervision analyzes financial information detailing assets, liabilities and capital reserve. Prepares balance sheet, profit and loss statement and other reports to summarize current and projected Association financial positions. Provides advice, guidance and training to department heads and other employees concerning expenditure control as it relates to established budgets. Reviews financial transactions and monitors budget to ensure efficient operation, ensuring that expenditures are within budget limits.

V. Budget Preparation – Assists the General Manager with the pro forma Operating and Reserve budgets for presentation to and approval of the Board of Directors. AS gathers, prepares and analyzes data to be used in Association budget preparations. AS is responsible for assuring reserve acquisitions are properly documented and maintains Capital Reserve Fund.

VI. Collection of Monthly and Delinquent Assessments -

a. Monthly – AS oversees the process by which the payments for monthly assessments from Association members is received and recorded.

b. Delinquent – AS oversees the delinquent assessment collection process and submits an aged delinquency report to the Board on a monthly basis. AS monitors collection agency effort to recoup delinquent monies. Responsible for tracking collection actions, making recommendations and signing off on all material that goes to the board for approval.

c. Tax Return Review and Audit Preparation – AS oversees and coordinates with independent consultants who (A) prepare tax returns, and (B) review and audit the Association’s financial condition. The AS maintains appropriate records and coordinates with external accountants in completion of the annual audit.

d. Invoice Approval - AS develops and maintains a system of purchase orders and invoices that address the purchasing of goods and services required to maintain the appropriate level of care for fiscal control.

e. Inspector of Elections - The AS will assist I.O.E. with required reports, Member status information and others as required.

f. Financial Liaison – AS attends meetings with the General Manager, Treasurer and Finance Committee, Department Supervisors, as needed to provide financial information necessary to support the Association’s decision-making process.

VIII. Staff Meetings – Will meet monthly with the executive assistant and the member services representative to discuss timely matters. Attends weekly senior staff meetings.

Accounting Department

Ø Meets and promotes the goals, objectives and performance measures associated with the work of the Accounting Department.

Ø Plans, organizes, supervises, and coordinates accounting duties which include accounts receivable, accounts payable, payroll, and cash. Examines work for exactness, neatness, and conformity to policies and procedures.

Ø Responsible for payroll functions including filing pertinent reports with local, state and other agencies. Initiates payment to American Funds online for the SIMPLE IRA plan from the Payroll Report.

Ø Responsible for administration of the Premium Only Plan for pre-tax payroll deductions pursuant to IRS Section 125, or its replacement. Ensures that employees annually sign “salary redirection/reduction agreement” forms as required.

Ø Coordinates with the executive assistant to ensure employees receive written notification when health insurance payroll deductions, such as monthly health insurance stipend changes, premium changes, etc.

Ø Responsible for completing Employee Action Forms (gold slips) for the annual COLA raises in July, and coordinates with the executive assistant and department heads for gold slips on other payroll changes as necessary.

Ø Ensures that the monthly health insurance premium spreadsheet is kept up monthly to ensure errors, if any, are caught and researched in a timely manner.

Ø Maintains current status of receivable delinquencies and processes delinquent accounts in compliance with Association billing and collections policy.

Ø Establishes, modifies, documents, and coordinates implementation of accounting procedures.

Ø Issues accounts payable checks and responsible for payroll coordination with administrative staff.

Ø Keeps files of original contracts approved by the board, including certificates of liability insurance pages from the vendors.

SUPERVISORY RESPONSIBILITIES: May directly supervise employees assisting with various accounting duties as assigned. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsible for interviewing & training employees as necessary; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees conduct; addressing complaints and resolving problems.

SAFETY: Conducts regular safety inspections of all equipment related to job task in the accounting department. Holds routine discussions with subordinates regarding safety features of equipment and proper operation of equipment. Documents all accidents that occur in this department and advises safety coordinator relative to all safety meetings, accidents and actions taken to correct any hazardous or otherwise unsafe conditions.

QUALIFICATION REQUIREMENTS: The requirements listed below are representative of the knowledge, skill, and/or ability desired. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

EXPERIENCE AND EDUCATION: Experience in Accounting with at least five years related experience and/or training; or equivalent combination of education and experience. College degree with an Accounting and/or Finance concentration is desired but not fully required.

LANGUAGE SKILLS: Ability to read, analyze, and interpret common financial reports, and legal documents. Ability to respond to common inquiries or concerns from members, regulatory agencies, or officials of the business community. Ability to effectively present information to top management, members, public groups, and the Board of Directors.

MATHEMATICAL SKILLS: Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

COMPUTER SKILLS: Word processing, Excel spreadsheets, accounting software (Tops), General Ledger, Payroll, Accounts Receivable, Accounts Payable, Internet software, E-Mail and data base software.

CERTIFICATES, LICENSES OR REGISTRATIONS: California drivers license in good standing. Accounting certificate a plus.

OTHER SKILLS and ABILITIES: Ability to exercise initiative, ingenuity and sound judgment in solving difficult administrative and technical accounting problems. The employee is required to resolve problems, recall details and be able to concentrate. Employee is expected to think clearly in emergencies, complete work with deadlines, deal with interpersonal conflict and work with frequent interruptions.

PHYSICAL DEMANDS: The physical demands described here are representative of those that should be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and depth perception.

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.

The noise level in the work environment is usually low.

Job Type: Full-time

Pay: $31.00 - $38.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
All COVID-19 precautions are closely monitored and followed as required.

Ability to commute/relocate:

• Cool, CA 95614: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Required)

Work Location: One location

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