Full-Charge Bookkeeper/Admin Assistant

The Full-Charge Bookkeeper is responsible for all accounting and financial operations of a self-managed California homeowners association (HOA). This position maintains the Association’s financial records, prepares monthly financial statements, oversees owner assessment accounting, coordinates annual audits and tax preparation, assists with budget development, and ensures compliance with applicable accounting standards, California law, the Association’s Governing Documents, and Board policies.

In addition to financial responsibilities, this position provides professional customer service to homeowners by responding to account and operation inquiries while consistently applying the Association’s Governing Documents, policies, and procedures in an equitable and impartial manner.

This position also performs key administrative functions, including administration of the Association’s resident access control system, maintenance of both digital and hard-copy Association records, processing escrow and sales demand requests, office technology & equipment, and supporting the Lead Administrator and Board of Directors with financial and administrative operations.

The successful candidate is highly organized, detail-oriented, trustworthy, and capable of working independently while managing multiple priorities. The ideal candidate exercises sound judgment, maintains strict confidentiality, communicates professionally with homeowners, vendors, and Board members, and contributes to the efficient operation of a self-managed homeowners association.

Essential Duties and Responsibilities

General Accounting

• Maintain the Association’s general ledger and chart of accounts.
• Record and reconcile all financial transactions accurately and in a timely manner.
• Prepare monthly journal entries and account reconciliations.
• Perform monthly bank reconciliations for all operating, reserve, and investment accounts.
• Monitor cash flow and maintain accurate cash balances.
• Maintain accounting records in accordance with Generally Accepted Accounting Principles (GAAP).

Accounts Receivable

• Process monthly homeowner assessment billing.
• Post owner payments received through lockbox, ACH, checks, and electronic payment systems.
• Maintain individual owner account ledgers.
• Assess late fees, interest, fines, collection costs, and other charges as authorized.
• Monitor delinquent accounts and prepare reports for Lead Administrator and the Board of Directors.
• Coordinate with collection agencies, legal counsel, and escrow companies regarding collections, liens, payoff demands, and related matters.
• Process ownership transfers and update homeowner records following escrow closings.

Accounts Payable

• Review, code, and process vendor invoices.
• Verify proper approvals before payment.
• Prepare and issue vendor payments.
• Maintain vendor files, W-9s, insurance certificates, and contract records.
• Prepare and file annual IRS Form 1099 reporting.

Financial Reporting

• Prepare complete monthly financial statements for Board review, including:
• Balance Sheet
• Income Statement
• General Ledger
• Cash Reconciliation
• Accounts Receivable Aging
• Reserve Fund Activity
• Investment Summary
• Additional supporting schedules as requested
• Prepare financial information for Board meetings.
• Provide financial analyses and reports as requested by Lead Administrator and the Board of Directors.

Budget and Reserve Administration

• Assist with preparation of the Association’s annual operating budget.
• Track reserve expenditures and capital improvement projects.
• Record reserve transfers and reserve fund activity.
• Coordinate with reserve study professionals as needed.
• Monitor reserve funding and expenditures to ensure proper accounting and reporting.

Annual Financial Responsibilities

• Coordinate the Association’s annual financial review or audit with the Certified Public Accountant.
• Prepare supporting schedules and requested documentation for CPA review.
• Assist CPA with preparation of annual tax returns.
• Maintain accounting records and support documentation for CPA review/audit purposes.

Administrative Responsibilities

• Respond professionally and courteously to homeowner inquiries regarding account balances, billing, access credentials, ownership records, escrow requests, and other operation matters in person, over the phone, and via email.
• Process escrow demands, payoff demands, lender questio…