Bookkeeping/Assistant Bookkeeper

Job Summary

Bookkeeper / Bookkeeper Assistant

Professional Community Services (PCS) is seeking an experienced, highly organized, and detail-oriented Bookkeeper / Bookkeeper Assistant to join our existing bookkeeping department supporting homeowners associations (HOA's) and Metropolitan Districts.

This role will assist and support the Bookkeeping Manager with financial reporting, AP/AR, bank reconciliations, collections, and daily bookkeeping functions. Candidates must have a solid bookkeeping background and be able to independently complete assigned responsibilities, prioritize multiple deadlines, research routine questions, recognize when something does not look right, and follow tasks through to completion.

Because HOA bookkeeping involves strict collection procedures and deadlines, accuracy, documentation, organization, and follow-through are essential.

Key Responsibilities

• Assist the Bookkeeping Manager with daily bookkeeping responsibilities and recurring financial deadlines.
• Maintain accurate accounts payable (AP) and accounts receivable (AR) records.
• Reconcile bank accounts and identify outstanding, duplicate, uncleared, or unusual transactions.
• Prepare and review monthly financial reports for accuracy before distribution to management and Boards.
• Process assessments, Metropolitan District fees, vendor invoices, deposits, and other financial transactions.
• Research homeowner ledgers and respond to routine account and payment questions.
• Scan and process checks and complete daily banking and lockbox responsibilities.
• Monitor invoices and payments to ensure bills are processed accurately and on time.
• Set up vendors and maintain W-9s, ACH information, vendor portals, utilities, and auto-pay accounts.
• Assist with budgets, audits, year-end reporting, and requested financial documentation.
• Maintain highly organized electronic financial records.
• Review insurance renewals, contracts, invoices, and other business documents to identify important information, deadlines, and required actions.
• Track outstanding items and follow up when information or responses are not immediately available.

Accounts Receivable & Collections

HOAs follow specific collection policies, notice requirements, procedures, and deadlines, so accuracy and documentation are extremely important.

• Monitor delinquent homeowner accounts and follow established collection procedures and timelines.
• Prepare notices, track deadlines, document account activity, and escalate accounts when required.
• Assist homeowners with account balances and payment options.
• Recognize when a collection matter may have legal implications and requires further review.
• Experience with collections, legal documents, compliance requirements, or regulated deadlines is strongly preferred.
• A legal or paralegal background is a plus, particularly involving collections, real estate, or property management.

Required Qualifications

• Minimum of two years of bookkeeping experience required.
• Strong knowledge of AP, AR, bank reconciliations, general ledgers, and financial reporting.
• Understanding of how financial reports should be prepared and ability to recognize discrepancies or unusual activity.
• Impeccable attention to detail and accuracy.
• Exceptional organization and ability to prioritize multiple responsibilities and deadlines.
• Ability to independently track and follow up on outstanding items.
• Ability to research routine questions and use available resources before escalating.
• Ability to quickly read and comprehend financial and business documents and identify important information and deadlines.
• Strong written and verbal communication skills and professionalism when assisting homeowners.

Computer Skills

A high level of computer literacy is required, including:

• Microsoft Outlook, Word, and Excel.
• Creating, editing, combining, converting, and working with PDFs.
• Working with Excel spreadsheets and financial information.
• Scanning checks and documents and maintaining organized electronic files.
• Uploading/downloading files and attachments.
• Managing email, electronic folders, and Outlook calendar invitations.
• Navigating multiple web-based programs and vendor portals.
• Independently locating instructions and learning routine processes within software systems.

Experience with Vantaca is a significant bonus, particularly its HOA bookkeeping, homeowner ledger, AP/AR, and financial reporting functions.

Additional Requirements

Because this position handles confidential homeowner, association, banking, and financial information, employment will be contingent upon successful completion of a background check.

We are looking for someone who is proactive, organized, and accountable. If a number, account, or financial report does not look right, the employee should investigate it, use available resources, and ask appropriate questions rather than simply passing it along.

The ability to manage changing priorities, keep track of items awaiting information, and organize, prioritize, and follow through is critical.

Benefits

• Paid time off
• Holiday pay
• Sick leave
• Retirement plan
• Professional development opportunities
• Potential remote-work opportunities after successful training and demonstrated performance
• Staff lunch provided and paid for every Wednesday
• A supportive, close-knit team that works well together and genuinely enjoys working with one another

Pay: $25.00 per hour

Expected hours: 25.0 – 40.0 per week

Benefits:

• 401(k) matching
• Paid time off
• Paid training
• Professional development assistance

Experience:

• Bookkeeping: 2 years (Required)

Work Location: In person