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Assistant Comptroller

Company: Wyndemere Homeowners Association, Inc.
Location: Naples
Posted on: November 26, 2022

Job Description:

Customer Service - The Administrative Specialist may be running large copy jobs or assisting residents with other requests. Therefore, there will be times when the Administrative Specialist will need assistance with incoming phone calls and/or assistance at the front desk. Work Orders - Prepares work orders in TOPS as needed to ensure resident requests are addressed in a timely manner. Notifies homeowner they may place a service request in ComWeb. Prints out a copy for Administrative Assistant. Resident Address Changes and "Opt-in" Requests - Inputs all address changes in TOPS. Opt-in requests for billing delivery preferences to be input in TOPS and kept on file (binder). ARC Specialist - Puts together Agenda (from residents' requests to add or change landscape, paint house, etc.), Memo, Letters, Minutes, and Index to residents regarding approval/disapproval. E-mails the Agenda to the Master ARC Committee Members each Friday prior to the scheduled meetings to be held every second and fourth Tuesday of each month at 3:00 p.m. in Homeowner's conference room. (If individual neighborhood Board/ARC does not approve request, it will not come to the Master ARC). Storage Lot Coordinator - Prepares tenant contracts and contacts tenants when fees are past due. Updates storage lot map and provides copies to the Privacy Gate and Maintenance Supervisor. Updates RV storage area payment worksheet. Bill homeowner in TOPS. Periodically inventory lot. Quarterly Invoicing & Mailings - Assists with all mailings. Receivables - Posts all deposited receipts in TOPS. Once posted, store checks in file cabinet for 3 months then shreds the checks. Late Fee Statements - Assists in mailing all original letters and statements to local and alternate addresses on file. Billing Inquiries - Assists residents regarding billing and telephone inquiries Mailbox Name Stencils, Tags and Plates - Order names from appropriate vendor. Email Accent signs for name stencil & invoice homeowner when vendor confirms completion. Email Naples Engraving for Name Plates & Tags: create a work order for maintenance to place the name plate and attach plate with the work order. Tag goes to mailman & place note in outgoing mailbox, post person will install. Copy to be held for billing Condo accounts. Notary Services - Assists residents with notary services. All notary requests more than 2 pages must be done after work hours and only if you are willing to do so. Accounts Payable - Reconciles vendor invoices with proposals/packing slips. Audits and processes credit card bills for payment. Prepares invoices for payment and obtains authorization for payment from Association Manager, Executive Director and/or Board President or Treasurer. Prepares checks, copies them, and mails all outgoing checks. Attaches check copies to paid invoices and files. Filing should be done on a weekly basis. Maintains files and documentation thoroughly and accurately. Posts ACH payments. Assists in ACH positive pay exceptions. Reconciliation - Monthly reconciliation of accounts payables and general ledger. Year-End Procedures - Assists Comptroller with year-end financial and annual audit preparations. Annual Budgets - Assists Comptroller with inputting budgets in TOPS for the upcoming year when necessary. Human Resources - Assists Comptroller with coordinating employee benefits with vendors/agents when necessary. Worker's Compensation Claims - Assists Comptroller with worker's compensation claims & compliance when necessary. Payroll - Assists Comptroller when necessary. Simple IRA Plan - Assists Comptroller when necessary. Other Duties as Assigned - Assists with other duties as requested by Comptroller or Executive Director. Typical Physical and Mental Demands Requires (40%-100%) mobility around the office. Requires (64%-100%) sitting, bending, reaching, and stooping. Requires corrected vision and hearing to normal range. Requires ability to communicate clearly. Must possess ability and stamina to work for long periods at a computer. Must possess ability to handle difficult accounting situations. Typical Working Conditions Work is performed primarily indoors except for banking duties. Special Equipment Must possess a valid driver's license and become a Notary Public. Employment Type: Full Time Years Experience: 1 - 3 years Salary: $52,000 - $57,000 Annual Bonus/Commission: No

Keywords: Wyndemere Homeowners Association, Inc., Cape Coral , Assistant Comptroller, Accounting, Auditing , Naples, Florida

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