1. General Ledger and Subsidiary Ledger Entries. Perform all operations necessary to maintain the general ledgers and subsidiary ledgers for the Agency, including the following services: a. Reconcile bank statements on a monthly basis. b. Prepare journal vouchers on a monthly basis. c. Assist in coding checks. d. Maintain the general ledgers on a monthly basis, including development of all entries. e. Provide a detailed transaction register (receipts/disbursements) on a monthly basis. f. Prepare all debt service entries. g. Maintain investment and insurance registers. h. Maintain property ledger/capitalized equipment (i.e., Fixed Asset and Depreciation Schedules). i. Maintain capital funds subsidiary ledgers as required by HUD and subsidiary ledgers for any development funds or grant monies awarded. j. Prepare all monthly, quarterly, semi-annual and year-end financial statements and annual closing entries. 2. Board Reports. Provide the following financial reports for monthly Board reports. a. Prepare combined Balance Sheet and Income statements that list all the agency’s programs. b. Prepare a consolidated Balance Sheet and Income Statement that reflects all programs administered by the agency. 3. Year-End Close. Complete the close-out for the fiscal year, including: a. Preparation of both the unaudited and audited Financial Data Schedule (FDS) to PIH-REAC for all necessary programs and business activities. b. Prepare and submit any other required year-end financial forms and reports as required by HUD, including Management’s Discussion and Analysis (MD&A). 4. Operating Budgets. Prepare Operating Budgets for all programs administered by the Agency, including the following: HCV HAP, and HCV Administrative Fee. Preparation of the Agency operating budgets shall include at least one (1) revision. 5. Housing Choice Voucher (HCV) Reconciliation. Prepare VMS/NRA reconciliation monthly. 6. IRS 1099s. Prepare 1099s for IRS reporting. 7. Consultation and Assistance. Provide advice to the Board of Commissioners, Executive Director, or other designated PHA staff on Agency financial matters when requested. The work may include the following activities. (Up to 100 hours is budgeted for this task). Consultation and Assistance services must be approved by the Agency prior to services being rendered and billed. a. Assistance, as needed, with the Agency’s year-end closing outside of Task 3. b. Assisting the Independent Auditor that performs the Agency’s annual audit and help resolve any audit findings during the audit, if needed. c. Training Agency accounting staff, as needed, in HUD accounting and reporting requirements. d. Providing other “in-scope” accounting services, as requested by the Agency.
