Bookkeeper at Vaco, LLC
St Augustine, FL 32080
About the Job
POSITION PURPOSE:
Administer various aspects of financial activity preparing financial reports within generally accepted accounting practices (GAAP) for Company's clients (associations) and utilizing excellent customer service practices.
PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITIES:
Utilizing defined principles of customer service, maintain close working relationships with Community Managers, board members, banking institutions, vendors, homeowners and other company personnel.
Financial Reporting
? Journalize accrual of expenses, automatic journal entries and reclassifications as needed.
? Prepare monthly financial reports consisting of Balance Sheet, Income and Expense Statements, Trial Balance and General ledger.
? Reconciliation of subledgers, when necessary.
? Maintain schedules for Prepaid Expenses, Reserves, Deficit Funding, Insurance and/or any other balance represented on Balance Sheet.
? Perform Bank and Certificate of Deposit reconciliations.
Accounts Payable
? Review invoices for proper GL coding, vendor identification, association identification, invoice number, invoice date and amounts prior to approving invoices via AvidXchange.
? Monitor outstanding AP and any Payables that remain outstanding on bank reconciliation greater than 90 days.
? Ensure invoices are Approved and/or Released for Payment daily via AvidXchange.
Accounts Receivable
? Create and mail quarterly statements for communities not utilizing coupons.
? Prepare and mail statements or invoices for special assessments as needed.
? Ensure payments are posted correctly to homeowner accounts and adjust client accounts where improper posting has occurred.
Other Related Activities
?Update owner account information, i.e. phone numbers, change of address, email address.
?Record conversations with owners in owner’s account history regarding any issue involving discrepancies and/or collections.
?Order signature cards for new bank accounts or change in signers, distribute for appropriate signatures, and monitor progress so that cards can be returned to banks timely (2-3 weeks).
?Transfer funds as necessary in accordance with reserve schedules and non-automated sweep accounts.
?Open and close accounts as necessary to manage the cash assets of the clients in accordance with client’s desire to maintain segregation of funds as required by Florida Statutes.
?Monitor cash assets to ensure FDIC coverage.
?Notify community managers two month prior to insurance expiration date via email and follow up on progress of insurance policy renewals. Record policy renewals.
Budgets and End of Year
?Prepare budget worksheets projecting end of year revenues and expense ensuring non-recurring expenses are identified and calculated so as to prevent over projecting the end of year totals.
?Ensure calculated cells in Excel budget worksheets are accurately reflecting the revenue and expense of the column categories, ensuring formulas populate correctly for each.
?Input approved budget into software for final verification of accuracy in addition/subtraction/formulas.
?Support Auditors/CPA’s with appropriate documentation, reports and adjustments.
Beginning of Year
?Close the end of year accounts by following prescribed procedures.
?Ensure all Federal and State Taxes and Condo Fees are paid within the time frame established by Florida Statute.
SCOPE
Position encompasses a broad spectrum of company resources to achieve a very high level of client satisfaction with the financial management of their accounts. Requirement to deliver timely and accurate financial reports and provide support to Community Managers and Associations are key elements of success. Failure to provide accurate reports and service levels acceptable to the Association may result in loss of clients, loss of revenue to company and may adversely affect the reputation of company.
KNOWLEDGE, SKILLS AND ABILITIES
Formal Education
?Minimum AA in Accounting, 2 years of Accounting courses or commensurate level of experience
Practical Experience
?Minimum of 3 years experience in GL, AP, AR and Financial Reporting
?Knowledge of financial software applications
?Computer skill in Word, Excel.
Personal Characteristics
?Maintains high standards of integrity, confidentiality and professionalism
?Well organized – able to prioritize
?Good communication skills – both written and verbal
?Pro active – able to assess situations quickly and take appropriate action
?Able to work quickly and efficiently; manage a heavy workload
?Able to work independently with little supervision
?Ability to handle difficult situations tactfully.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
