Accounting Manager and Treasurer

Job Description

Job Description

Full job description

Job Description: Accounting Manager

Subtitle: Secretary/Treasurer and Executive Director of Section 8 Program

Reports To: Parish Administrator
FLSA Status: Exempt
Salary Range: Commensurate with experience and qualifications

Position Overview

The Secretary/Treasurer for the Jefferson Davis Parish Police Jury serves as the chief financial officer and administrative secretary, overseeing all aspects of the Parish's finances and all funds, including comprehensive financial management, record-keeping, budgeting, auditing, and operational efficiency. Additionally, this position functions as the Executive Director of the Section 8 Housing Program, ensuring compliance, administration, and execution of the federally funded Housing Choice Voucher Program in alignment with HUD regulations.

Key Responsibilities

Secretary/Treasurer Duties

• Financial Oversight:
• Manage and oversee all financial operations, including budgeting, payroll, accounts payable/receivable, and financial reporting.
• Prepare, analyze, and present monthly and annual financial statements to the Police Jury.
• Coordinate external audits and ensure compliance with Louisiana state audit guidelines.
• Monitor Parish investments, cash flow, and compliance with state and local regulations.
• Administrative Support:
• Record and maintain accurate minutes of Police Jury meetings.
• Maintain official records, contracts, and correspondence.
• Coordinate meeting schedules, agendas, and documentation as required.
• Liaise between the Police Jury and the public, addressing inquiries and providing information.
• Compliance and Reporting:
• File required reports with state and federal agencies.
• Perform proper accounting procedures in accordance with Louisiana governmental accounting standards.
• Draft resolutions, ordinances, letters, legal notices, technical specifications, spreadsheets, and correspondence as required.
• Insurance and Asset Management:
• Manage health, life, property, workers' compensation, and liability insurance coverage.
• Oversee inventory and Fixed Assets Management Procedures and programs, coordinating insurance coverage as needed.
• Additional Duties:
• Prepare and manage grants.
• Manage accounting for seven parish fire districts.
• Organize meetings and agendas, take meeting notes, and compile minutes.

Executive Director of Section 8 Program Duties

• Program Administration:
• Supervise the Section 8 Coordinator and perform Coordinator duties in their absence.
• Advertise and manage the Waiting List process.
• Assist in taking applications for the Waiting List.
• Develop and implement policies and procedures in compliance with HUD regulations.
• Financial Management:
• Prepare and manage the Section 8 program budget, including monthly utilization and reporting to HUD.
• Print and verify HAP and Utility checks.
• Reconcile monthly bank statements and portability receipts/expenditures.
• Stakeholder Engagement:
• Conduct outreach to recruit landlords and provide training to staff, landlords, and tenants.
• Address participant and landlord issues promptly.
• Compliance and Reporting:
• Prepare and submit HUD reports, including SEMAP Certification, Civil Rights Certification, and FMR resolutions.
• Submit online Executive Salary Reporting and Annual Plans.
• Manage HUD’s 2-year tool for funds tracking and communicate for shortfall funding as needed.
• Administrative Oversight:
• Review tenant income with the Coordinator.
• Manage online user roles and troubleshoot HUD-related issues.
• Maintain Coordinator personnel files, benefits, and timesheets.
• Operational Excellence:
• Prepare and ensure adoption of resolutions for payment standards and utility allowances.
• Organize Utility Allowance and Rent Reasonableness studies.
• Update and create forms, scan/email reports, and manage documentation.

Desired Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Accounting, or a related field.
• Minimum of 5 years of experience in financial management, public administration, or housing program management.
• Knowledge of governmental accounting principles, HUD regulations, and public sector operations.
• Proficiency in Microsoft Office Suite and accounting software.
• Excellent written and verbal communication skills.

Preferred Qualifications

• Supervisory Experience
• Certification in Public Housing Management (PHM) or equivalent HUD training.
• Familiarity with Louisiana state government financial reporting requirements.
• Experience in grant writing and management.

Working Conditions

• Office-based with occasional travel for meetings, trainings, or conferences.
• Must be available to attend evening Police Jury meetings as required.

Required Skills

• Highly organized with strong secretarial and multitasking skills.
• Proficient in drafting resolutions, ordinances, and correspondence.
• Capable of using computer programs, including Microsoft Word and Excel.
• Effective public relations and communication skills.

Jefferson Davis Parish Police Jury is an Equal Opportunity Employer.

Job Type: Full-time

Benefits:

• Health insurance
• Life insurance
• Paid time off

Work Location: In person