Comptroller/Accountant

Comptroller/Accountant

POSITION DESCRIPTION

Title:                                              Comptroller/Accountant

Department:                                  Administrative

Reports to:                                     Executive Director

FLSA Classification:                        Exempt 

Summary

The Comptroller/Accountant is an at-will employee of the Housing Authority of the City of Victoria.  The Housing Authority (Authority) operates through laws passed by congress and the state, as well as, under rules and regulations issued by the Department of Housing and Urban Development (HUD).  This position advises the Executive Director (ED) on financial aspects of planning, developing, and executing the Housing authority policies and programs.  The Comptroller/Accountant coordinates and administers the authority policies as defined by its Board of Commissioners.  The Comptroller/Accountant will also provide administrative support to the ED and must maintain direct contact with the ED.

The Comptroller/Accountant manages the financial activities of the Authority and works with the Fee Accountant on a regular basis to ensure fiscal stability and compliance.  The Comptroller/Accountant supervises and coordinates the daily activities of fiscal operations of the agency including, overseeing the functions related to accounting, financial reporting, auditing, budget administration, revenue collections, inventory administration and investment of funds in accordance with Generally Accepted Accounting Principles (GAAP) and applicable HUD rules and regulations.  Briefs ED and Board of Commissioners as needed on financial matters.

Work is performed with considerable independence in accordance with established performance standards and within the framework of applicable laws, policies and regulations. Work is subject to review by the ED primarily through conferences and analysis of prepared reports.

Duties and Responsibilities

Performs all financial management activities related to all of the programs and operations of the Authority and its affiliates including development of the operating and capital budgets according to the budget calendar, accounts receivable, accounts payable, payroll, contracting/purchasing, monitors monthly and other financial statements; takes effective corrective action as required.

Processes payments of all accounts, ensuring all are paid on time, process account and collection payments.

Develops and maintains an integrated accounting and financial system for HACV; complies with applicable accounting principles, standards, and requirements with internal control standards.

Assist with providing relative data and information in the development of specific financial policies, programs, procedures and methods in concert with general policies; Assist with the coordination of the development of the Authority's long range and annual business plans.  Assist with the facilitations of the implementation of the Agency Five-Year and Strategic Plans.

Assist the Executive Director in the administration of the HACV management improvement program for quality assurance.  Performs management studies and reviews and research methods supporting more economical and effective approaches to performing the Authority's business.  

Monitors management improvement initiatives and assists in the implementation of management strategies in areas such as strategic planning, productivity, and performance measurements.

Access all records, reports, audits, reviews, documents, papers, recommendation and other material that relate to the financial operations for which the Comptroller is responsible.  Request such information and assistance from any Federal, State, or local governmental entity as may be necessary for carrying out the duties and responsibilities granted to this position.

Prepares and submits management financial annual and audit reports as required within timeline established by Executive Director and governmental agencies.

Produces monthly, quarterly, and year-end financial reports.

Develops monthly cash flow projections for all Authority programs, utilizing rental income.  HUD operating subsidies, other income and investments to ensure the Housing Authority programs maintain an adequate cash flow for daily operations.

Responsible for providing financial analysis to the Executive Director prior to approval of an acquisition, disposition or renovation and giving recommendation based on the result of such analysis.

Oversees and monitors the management of the Housing Choice Voucher (HCV) Portability Program to ensure timely billing and collections.  Monitors program procedures and policies in conjunction with the HACV goal/objectives and evaluates results.

Oversees overall financial management of the Portability billing process to reduce and eliminate any financial loss.

Implements and monitors operating and grant budget, assist in the facilitation of monitoring the quality of service provided by the Authority and ensuring maximum satisfactory performance in all areas of the agency.  

Monitors modernization and other grants of the Authority, including assisting the Executive Director in enduring all reports are submitted to the applicable government agencies in a timely manner.  

Accountable for consistent adherences to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.

Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.

Must attend job related trainings and continuing education offered by various housing associations such as Texas Housing Association (THA), NAHRO, Nelrod, etc.  

Qualifications and Knowledge

Bachelor's degree in accounting, Finance, Business Administration, or closely related field from an accredited college or university and/or at least five years' experience in related field.  Certified Public Account (CPA) or Certified Management Accountant (CMA) preferred.  Strong financial/accounting, analytical, organizational, management and communication skills, and prior experience in interpreting governmental regulations and regulatory enforcement or compliance.  Required knowledge of the general operation and procedures of a Public Housing Agency.

Previous experience as an accountant, accounting supervisor, or manager.

Excellent computer skills; experience in accounting software and Microsoft Office Suite; Access, database, or other system knowledge.

Proficiency with accounting software and experience with a software system implementation.

Exceptional knowledge of finance, accounting, budgeting, cost accounting and cost control principles, and Generally Accepted Accounting Principles (GAAP)

Advanced knowledge of bookkeeping and accounting best practices, laws, standards, and state/national regulations.

Analytical ability to develop and implement improvements or recommendations.

Attention to detail.

Able to work well with senior executives and team, as well as mentor/lead other team members.

Demonstrated experience with budgeting and financial management practices. Demonstrated exemplary research and writing skills.

Knowledge of the principles and practices of budget administration, personnel management, contract management, accounting and procurement.

Ability to learn the theories, procedures, policies, and practices of the Housing Authority.

Ability to learn current federal, state, and local legislation and regulations affecting the operations and programs of the Housing Authority.

Ability to plan, organize and direct the work of all staff employees involved in administrative financial, maintenance, and tenant related services.

Ability to establish and maintain effective working relationships with associates, government officials, and the public.

Ability to express ideas clearly and concisely, both orally and in business writing.

Ability to use the computer and a variety of software to efficiently perform responsibilities. Valid driver's license and good driving record.

Ability to be covered under the Authority's fidelity bond.

Supervision Given and Received

The employee receives instruction from the Executive Director. Courses of action, deadlines, and priorities are established by procedure, the Executive Director, or the employee, depending on the assignment. Routine duties are initiated by the employee without supervisory direction, and exercises discretion in decision making in the courses of conduct related to fiscal compliance and management for the Authority. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are usually referred to the Executive Director for resolution. The employee's work is reviewed periodically for accuracy, completion, and compliance with policies and procedures by a fee accounting firm and auditor.

Guidelines

Guidelines followed by the Comptroller/Accountant include published laws, regulations, and handbooks. 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 will be expected to respond to requests from the Executive Director related to rules, regulations or budgetary items. The employee also performs a variety of related tasks that are routine and repetitive in nature, remaining flexible to adapt to changes depending on circumstances. Tasks have 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 Executive Director.

Scope and Effect

The employee's work affects a significant portion of the Authority's investments, total housing program goals, and the residents/tenants assisted by the Authority. Effective and efficient accomplishment of work by the employee contributes significantly to the Authority's ability to provide adequate housing to the county's low-income residents.

Personal Contacts

The Comptroller/Accountant has contact with coworkers, tenants, contractors, architect/engineers, elected officials, banks, auditors, and other businesses or firms. Personal contacts serve multiple purposes including giving or exchanging information, making decisions, justifying, defending, and resolving problems. 

Physical Demands

Work is principally sedentary, but may involve some physical exertion, such kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.

Must be able to sit or stand for up to eight hours at a time while performing work duties. 

Must be able to bend, stoop, push, and pull in the performance of office-related duties. 

Must be able to use fingers bilaterally and unilaterally to operate office equipment.

Must have vision and hearing corrected to be able to perform essential job functions.

Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

Must maintain punctuality and attendance as scheduled.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and visits to sites, dwellings, or facilities, confrontations with clients, and negotiations with housing owners, landlords, managers, and agents.  Required site visits may involve exposure to adverse weather and road conditions.

Work requires travel throughout the area, performing fieldwork in inclement weather.  Position may be required to inspect unsanitary dwellings.