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Introduction
The purpose of this process is to assist in assigning job tasks to
employees by giving a brief description of each employees duties and
responsibilities.
General Operations Management
Oversee equipment; act as system administrator for all terminals,
printers and all other office equipment. Ensure functioning during
times of critical usage. Do computer backups each night and review
all reports for computer errors each morning.
Oversee achievement of work goals. Set work deadlines each month,
ensure employees are meeting goals. This includes:
Financial Statements - out by the 10th
AP Check Runs - 10th, 20th and last working day, checks out by
the following business day
Payroll - checks out the business day following the last day of
the month. Mid-month payroll, added during the summer months, complete
on the the 15th, checks out by the following business day.
TR Billing Statements - cutoff the 25th, statements mailed the 28th.
Newsletters and inserts completed the 23rd or 24th for inclusion in
statements
Oversee critical supplies. This includes statement supplies, including
statements, and both envelopes; checks for laser printer; covers and binders
for resale certificates; and copier and printer paper and toner. All these
take extra time to order and need to be kept on hand.
Oversee postage meter, buy postage. Ensure postage on hand for critical
times of the month, including check runs, statement mailing and financial
statement mailouts. Review monthly postage invoice before check is cut on
the 20th check run to ensure postage is not building up excessively on the
machine.
Oversee Management Fee billbacks. Ensure all supplies are tracked and
billed back at month end. Ensure non-contractual services are tracked on
CSARs for billback at month end. Handle large income generating projects,
including insurance bill-backs and tax return/financial statement processing.
Oversee banking relationships, acting as main contact person to resolve
problems, research overdraft and transfer errors. Process monthly bank
reconciliations, follow up on any discrepancies with bank in writing. Ensure
J/Es posted for interest.
Oversee timely completion of Corporate receivables and deposits.
Oversee Corporate insurance and other payments, including workman's comp
billings, Fed and state tax payments.
Oversee client insurance policies, ensuring timely renewal. Update
computer with insurance information on all policies. Ensure mortgagee
information is kept current for insurance premium billing purposes.
Complete mortgagee billings and follow for collection of all funds owed
to the clients. Ensure bill-backs are completed.
Prepare proposals and set up new clients on system.
Process payroll for corporation and employees of clients.
Review J/E log on a monthly basis; ensure J/Es are posted prior to
month-end GL update. Ensure new J/E sheets are run and placed in binder
and old J/E sheets are filed in financial files.
Oversee maintenance of Resale File documentation. Review perodically
to ensure files contain only current information as outlined by Alaska
Statute. Ensure resales requests are completed within 10 day guideline.
Trust Receivable Tasks
Administrative Tasks
Lock up check/cash box box nightly. Maintain control of this box containing
cash and checks. This box should be kept in the safe and never left unattended
in a work area.
Open/close safe daily.
Maintain adequate deposit supplies, ensuring deposit slips are re-ordered
only if necessary.
Ensure critical supplies are on hand for end-of-month, including printer r
ibbons, statements, envelopes and financial statement binder covers and rings.
Open, date, sort and distribute mail, including payments. The only exception
will be utility bills, which can be forwarded to AP without being opened. Rubber
band and indicate date received on the top billing.
Mail should be opened and distributed to other staff by 9:00 a.m. to enable
timely action on incoming items. All mail, including checks, should be date-stamped.
Handle filing for unit and administrative files. Timely filing is critical to your
clients, and to the efficient performance of customer services. Filing should be
caught up at least weekly. Items filed should be sorted into date order in the files
to ensure proper sequencing of documentation.
Receivable Tasks
Post payments to computer, generate receipts for cash payments and other
payments as requested by clients.
Payments should be opened, date-stamped and posted to the system first
thing in the morning, to ensure current account history is available to
clients and for reporting purposes.
Payments must be dated in the system the same date received, i.e., date
stamped.
Process client deposits Tuesday and Friday of each week.
Staff members who are expected to deliver deposits should be alerted
of deposits to be taken. Deposits should be completed and ready for
delivery to the bank by 12:00 noon on Tuesday and Friday.
Deposits should be delivered to the bank lobby (pick-up of HOLD
ITEMS can be accomplished at the same time).
Deposit receipts should be attached to deposit documentation as soon
as received back from the bank and filed in the appropriate T/R file.
Follow-up should occur on any deposits where receipts are not received
back within 2 days.
Process bank account corrections and returned checks.
Return items and other bank account corrections must be processed
within one day of return from the bank. If during month end, every
effort should be made to process corrections in the month the original
entry is made.
Documentation from bank adjustments should be notated correctly and
filed in the T/R monthly files as soon as entries are made.
Enter all manual T/R invoices.
All invoices to be added to accounts on a manual basis are processed
by T/R. They should be processed within one day of being given to T/R, to
ensure accurate account history and to ensure charges are included in Payoff
Data and other account reporting.
T/R Invoice Maintenance forms should be notated as to date of input and
filed in client T/R files
T/R is responsible for reviewing the accuracy of the input on T/R Invoice
Maintenance forms forwarded by others. If instructions are not clear or
account numbers selected appear incorrect, T/R should review with preparer
or supervisor to ensure correct accounting on the transaction.
Process payments on collection accounts. (See T/R Collection Procedures)
It is important payments on accounts in collection be properly
applied to the correct invoices and the property manager be notified.
Copies of the documentation on the payment must be placed in unit files on
a timely basis.
Process Change of Ownership (See T/R Process Homeowner Move-in Documentation
Procedures)
Move-ins are primarily done upon receipt of documents and funds from
closing or title companies. Paperwork should be completed within one day
of receipt; research must be done on any amounts in discrepency.
Process returned statement mail within 2 days of receipt.
Post credit memos and advance payments to invoices.
Clean up in this area can be done throughout the month to reduce cleanup
time at month end. Cleanup of payments going through Other should be done
after each deposit. In order to facilitate this clean up, checks posted to
OTHER accounts should have information attached to indicate how to apply
payment to the appropriate invoice. This can be done by attaching a STICKY
reflecting the Account to apply to, the amount to apply, the description to
use and the reference numbers of any invoices to apply the payment to. Int.
Prepare Delinquent Agings Reports for clients and staff. All credit memos
and advance payments must be applied to invoices prior to distribution of these
reports.
Process T/R end-of-month reports and client statements at month end, ensuring
timely distribution.
Monthly cut-off for T/R is the 25th of every month. The final deposit must
be done after mail is picked up and processed the morning of the 26th.
Month end processing, as guided by the T/R EOM checklist, should begin as
soon as the last deposit is made. (See also T/R Month End Processing Procedures)
Work must be scheduled so statements can be postmarked prior to the last
day of the month.
Close TR system each month by the last business day of the month, so new
invoices will be reflected by the first day of the month.
Real Estate Services
Maintain documents in Resale Files as required by Alaska Statute, ensuring
current information is included in each resale. Request information from clients
as necessary (See Maintain Resale Documents Procedures).
Prepare Resale Certificates, ensuring completion within 10 day guideline.
Ensure proper fees are collected.
Log Requests
Prepare Receipts for Payments
Prepare Work Sheets
Request Inspections where necessary, follow for completion
Prepare Certificates
Copy Documents
Call Signer
Call for Pickup
Prepare Payoff Data Letters for closings (See Process Requests for Payoff
Information Procedures). Follow up on dated payoffs to see if closing is still
in process or cancelled. If cancelled, remove "Unit is in Process of Sale"
flag in unit file.
Process Notices of Default, ensuring sale dates are entered into the system
and a copy of the Notice is placed in the Tickler File. File the original Notice
in the unit file.
Follow up on Notices of Default Sale, do move-ins, process Foreclosure
transactions, forward information to Property Manager on amounts owed by previous
owner to facilitate collection of debt.
Accounts Payable Tasks
General Tasks
Monitor postage meter: purchase postage and meter supplies.
Set postage meter date each morning, to ensure all outgoing mail
has correct date.
Review the amount of postage on hand prior to the check run of the 20th;
adjust the auto invoice of $750.00 as necessary to prevent building up excess
postage.
Purchase postage for the meter by the 25th of the month.
Act as equipment liaison with meter vendor.
Maintain Financial Files, ensuring filing is kept up throughout the month and
items are filed in date order.
Set up all Financial Files each month no later than the 2nd. Files are
to contain:
Check registers and check back-up
Copy of newsletter from TR statements
J/E sheets
Bank transfers and advices
Bank correction letters
Original Financial Reports
Completed Bank Reconciliations
File all documents in the Financial Files on an ongoing basis during the
month, ensuring availability for research and client questions.
Transfer Financial Files out of Accounts Payable by the 10th.
Handle filing for unit and administrative files.
Assist in ensuring filing is caught up weekly.
Ensure filing is placed in files in date order.
Payable Tasks
Maintain security of check printing equipment. ensure the font card for
the laser printing is protected and secured from general usage by not being left
in the printer or by being left out of the safe.
Maintain A/P Supply Log. Pull sheets by the 25th of each month; replace pages
with new sheets.
Maintain utility log, ensuring all utility invoices received are entered in
the log. Review at month end for any missed billings, follow-up to ensure timely
payment of utilities and to avoid late charges and cancellations.
Maintain J/E Log Book
At month end, prior to the GL update, post all J/Es in the log not
previously posted.
Mark all J/Es posted to the system in RED to prevent duplicate
postings.
Pull sheets from log book at month end, ensure review/signature.
File signed J/E sheets in Financial Files. Replace pages with new
sheets.
Create and maintain vendor records, making sure naming conventions
are observed.
Review vendor records monthly for expiring licenses and insurance.
Contact vendors 30 days prior to expiration and request updated
information.
DO NOT PAY VENDORS WITH EXPIRED LICENSES AND INSURANCE.
Date stamp all invoices arriving at the office. Ensure the portion
of all invoices retained for client records reflects the date received IN
THE OFFICE. This must be the actual date received, not the date processed
or input on the system.
Post invoices to the system, ensuring accuracy of data input. Ensure
invoices are posted in the month they are to be paid.
A/P is responsible for ensuring the correct G/L account is used for
payments. Decisions will have an immediate effect on a client's financial
statements and be very visible to the client. Before Selecting an account
number, review the following sources:
the client's approved budget (which account was the expense planned?)
payment history (what account number was used in the past)
clients and property managers
Review invoices for duplication prior to payment.
Enter invoices as soon after receipt as possible, to create a record in
the system of potential payments accumulating for the next check run and to
prevent them being misplaced.
Invoices should be posted in the month they are to be paid. Invoices
received near month end, not to be paid, SHOULD NOT be entered until
the next month (unless UnPosted). Hold these invoices in the UNPOSTED
INVOICES file until after the end-of-month update is completed, then post
them.
Note posting details on the invoice back-up, i.e., Client#, Vendor#,
Invoice# and GL Account number. The initials of the person posting and
the posting date should also be indicated.
Ensure approval (in writing) of all invoices before paying. Record
verbal approvals on the invoice. If approvals cannot be obtained, bump
the payment until approved. Remember, you may be required to reimburse
a Client for unauthorized payments out of your own pocket.
Document invoice problem-solving efforts on Customer Service Action
Request forms.
Process AP check runs, ensuring checks are distributed on schedule and
transfers are made where necessary to cover checks. Record postage and
supplies. File back-up.
Ensure check runs are processed as scheduled on the 10th, 20th and
the last day of the month. If this day falls on a week end, the check
run may be done on the next business day; the checks should still be
dated the scheduled check run date.
Checks are to be ready for distribution by 4:00 p.m. of the day
following the check run processing day.
Process funds transfer requests, making journal entries and posting
to the correct bank accounts. "Funds Transfer Requests" are to be signed
and faxed to the bank on the check run processing day (the day prior to
check distribution).
Record postage and envelopes used.
File check registers and check back-up as soon as check run is completed.
Keep a copy of the transfer request until the advices of transfer
come back from the bank. REVIEW FOR ACCURACY. Attach the advices to
the transfer sheet and file in the client's Financial File.
Process special check runs per client requests.
Special checks requests should be completed within 24 hours unless
funds are not accessible.
Document special check requests on Customer Service Action Requests
(CSARs).
Process management fee and maintenance bill backs (see Accounts Payable
Procedures).
Cut off all information by the 25th of every month, to allow for timely
processing of invoices.
Process management company payments as a separate check run PRIOR to
the last regular check run of the month.
Ensure management fee transfers are completed prior to last AP check
run of the month.
Close AP System each month as soon as corrections from the last check run
are accomplished.
Maintain Mailing List data base.
Review and update Financial statement mailing list information monthly
prior to sending out financial statements.
Update other Board of Director/Owner information periodically from
minutes and other information.
Prepare and distribute client financial statements
Burst, collate originals
Make copies
Bind copies
Mail
File Originals
Property Management Tasks
Schedule and attend monthly board meetings. Prepare agendas and other
documents for board review/approval. Document board problem solving and
assignment of tasks. Ensure minutes of the meetings are typed and distributed,
including to resale file. Document actions requests on CSARs. Organize and
attend annual meetings, preparing checklists, agendas and timely notification
of owners.
Inspect all properties semi-monthly. Document problems for file and
delivery to Board. Post violation notices--input fines. Ensure vendor
compliance.
Assist Boards with preparation of contracts and bidding process.
Submit contracts for Board approval. Review vendor performance; ensure
contractual obligations are met. Follow up on homeowner complaints/comments
on vendor performance.
Assist Boards to obtain insurance for correct property values. Ensure
timely payment of premiums. Assist Boards with claims, audit receipt and
distribution of claim payments.
Prepare draft budgets with Board input. Review budgets with Board;
prepare and deliver final budgets to Board. Review all Reserve expenditures
to ensure correct allocation to Reserve Expenses and movement of funds
from Reserve to Retained Earnings (usually done through A/P).
Review delinquencies with Board; follow with delinquency notices and
demand letters. Send files to collections as required. Assist Boards with
legal action in pursuit of delinquencies.
Prepare newsletter items and inserts for statements. Prepare and post
notices as requested by Board. Prepare FHA recertification packages as
necessary. Prepare and file Non-Profit Biennial Reports.
Ensure Resale File master documents are current.
Respond to emergency calls; act to mitigate property damages.
Assist Boards with property maintenance projects as required or
requested. Charge clients extra for administering contracts
in excess of $1,000.
Secretary / Receptionist
The following are a list of duties assigned to the above position
effective 11/16/90. Along with major responsibilities of the position,
standards of performance are listed. The position may become responsible
for other duties as assigned from time to time.
Purpose of the position: to provide administrative support to the
ongoing operation of the company, receive and deposit client payments,
to act as primary telephone operator and to greet and direct clients.
Major Duties:
Process Incoming Mail
Answer Phones/Take Messages
Post client payments
Run Customer Deposits
Process Resale Certificates
Process requests for Payoff data
Update Board of Director Handbook and Financial Statement Mailing Lists
Process Receivable Invoices
Process Move-Ins, Foreclosures and other account adjustments
Filing
CSARs,
Unit and Admin Files,
Resale Files, and
Financial FIles
Other Administrative Tasks
Assist in processing monthly statements
Assist in preparing inserts for customer statements
Assist in preparing newsletter items for accounting clients
Assist in coordinating receipt of information for resale files from clients
Type correspondence as necessary
Assist in mailing and distributing correspondence for others.
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