Company Job Descriptions


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:

  1. Financial Statements - out by the 10th
  2. AP Check Runs - 10th, 20th and last working day, checks out by the following business day
  3. 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.
  4. TR Billing Statements - cutoff the 25th, statements mailed the 28th.
  5. 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.
  • 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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