Accounting Assistant

General Office Clerical Duties

• Answer telephone, transfer call or take messages.

• Greet walk-ins.

• Process & keep track of all outgoing mail cost and charge associations for postage.

• Maintain postage in machine (add postage via phone line) – and maintain postage rate updates in the mail machine postage reports monthly.

• HP copier-place maintenance calls and order supplies.

• Order office supplies for accounting staff and for P.M staff. Put invoices in IBS

Accounting/Bookeeping Duties (All require MS Excel – formulas, sorting etc.)

• Handle all phone calls from members relative to billing, research problem, respond to member and make any necessary adjustment to their accounts.

• Separate and write up daily bank deposits for charges, dues payments, pre-paid tenants and general ledger.

• Make copies for Accounts Receivable and Staff Accountant for data entry.

• Assist B&T Accts Receivable with stuffing monthly and semi annual dues statements.

• (M, T, W, TH) Post daily charges for members including: lunch, dinner (food & beverage), banquets, special events, pro shop sales, breakpoint sales, etc. Make cash deposit slips.

• Put all work done for the month in the box and label for storage (keep previous month on hand for any billing inquiries).

• Bill monthly all charges for tenant fees (homeowner and real estate).

• Resign tenants monthly after departure.

Renter / Tenant Duties (require use of Excel spread)

• DSRE rental commission report.

• Bill tenants monthly.

• Maintain renter reports.

• Maintain prepaid spreadsheet.

• Assign tenant numbers and log into tenant book

• Prepare tenant membership cards using template.

• Log in tenant address, owner/unit#, arrival and departure dates, who to charge in spreadsheet.

• Prepare temporary guest cards and deliver cards to property management.

• Activate all tenants on the 14th of previous month of arrival.

Resident / Non-Resident Duties

• Box prior year guest and tenant sheets.

• Assist A/R with incoming calls with minor accts receivable questions.

• Update all IBS members profiles and directory corrections.

Other Duties

• Assist SOPOA Accounts Receivable Clerk with coordination and organization of “Homeowners Weekend” reservations and packets (requires use of excel for tracking reservations, tickets and billing for events).

• Stuff Accts Payable checks once signed by GM and mail. Give back to A/P the backup to be filed.

• Take and maintain large function reservation lists.

• Keep the accounting trailer including kitchen orderly. This also includes keeping the copier/printer paper full, monitor toner and change as necessary. Also included is putting away paper towels, toilet paper and other kitchen supplies.

• Keep Copier/Printer paper and toner levels up.

• Scan and email (hard copy to a few) monthly publications.

• Prepare any additional reports and perform additional duties as requested.

• Organize yearly employee Holiday Fund.

• Reciprocal billing and reports.

• Email hospitality community reports two times a month.

• Manage all GL accounts (7)

• Bill all community center billing.

• Assist in H.R New Hire.

19.50/hr.