Administrative Coordinator (Community, Planning And Economic Development)
CurrentImplement accounting procedures necessary to the operation of the office by:Verifying Contractor invoices for accuracy to Owners’ ledger sheets ,verify funding source,make entry of each draw request on appropriate funding source ledger, receive checks from the Clerk’s Office and make entry of deposit in the Deposit Journal & Ledger and the CHIP escrow checkbook, issue checks relative to each project’s expenditures,note expenditures, change orders, and addenda on Owners’ ledger sheets, Reconcile CHIP escrow checkbook & Deposit Journal Summary monthly,update Contract Reconciliation Journal monthly, confirm that the CHIP escrow checkbook and the Contract Reconciliation Journal balance equally, pay all office expenditures, credit reports, Lead Based Paint expenses, training, advertising, etc. through purchase requisition assuring proper account coding.- as loans are paid in full, note payoff date on the Owner data sheet.- prepare semi-annual report of CHIP related CDBG administrative funds spent.- at year end, discard loan files that have been paid in full five (5) years prior, withholding Lead Based Paint reports, Contractors original Bid Specification, Addendums, Change Orders, and the Inspector’s Data CD. Attach the withheld items to the archived Bid Breakdowns that are filed in the CHIP Office.- prepare year end reports for the Accounting Department including:o current reconciled year ending bank statemento Deposit Journal Summary of the CHIP Escrow Account•Coordinate and perform work relating to a the Housing and Community Development Deptt research and provide info to city employees, deptts, citizens groups and/or the general public regarding city, deptt and/or division operations, policies and/or procedures. •Assist in the maintenance of effective departmental work policies and procedures consistent with city policies relating to personnel, purchasing, contracting, budgeting, accounting, and other administrative matters.
