having a positive impact on my neighborhood.  I have recently worked with Friedman's and just recently the Landings Club, helping to manage their resources and reporting on their financial status.  While in the Air Force for nine years before that, I managed a great deal of taxpayers’

resources and prided myself on not wasting them as we sometimes read in the news.  My goal now is to help the board utilize our SBHOA dues efficiently and effectively, and as a fellow neighbor, to make this community a little better each day.  If you need assistance, please call me; I’m happy to be serving my neighbors and will try to do whatever I can to help you. 

                                                                                 Mark Schreiber

Official Job Description - Duties and Responsibilities

 

Business Manager /Finance Administrator Duties:

Postal Support:

• Renew HOA Box rental annually (UPS store – Kroger mall)
• Maintain USPS Non-Profit Org Bulk Mail Permit Annually
• Replenish balance in USPS Bulk Mail account monthly
• Pick up HOA mail weekly from Mail Box (3 times weekly during May-Aug for HOA dues receipts)
• Check with SB Sales Office for misdirected mail weekly

• Distribute received mail to appropriate HOA representative within 24 hours

Receive regular calls from SB residents – respond or direct disposition according to topic:

• Invoicing/Payments – Administrative
• Security/Night Patrol – process weekly time sheets for AP

Maintain accounting system:

• Insure customer/vendor accounts are accurate and current – contact/mailing information, balances, invoices, statements, bills, receipts
• Post all monies received to proper accounts/invoices each week and deposit to bank
• Pay all 1099 contractors (Night Patrol, Web Admin) according to pay schedule each week
• Submit weekly transaction report and checks to HOA Treasurer each week for review/signature
• Deliver/Mail Checks to recipients each week according to pay schedule
• Apply 15% annual interest rate to all past due receivables each month (last day of each month)
• Invoice/Generate Statements for all outstanding receivables each month (first day of each month)
• Collection of Ownership Transfer Fees; weekly communication with Attorney offices
• Maintain current resident data base as Ownership Transfers occur
• Reconcile bank accounts within 2 weeks of each month end
• Update HOA annual budget at beginning of each fiscal year from HOA approved budget provided by Treasurer
• Prepare month end financial reports for HOA each month – Budget/Actuals Performance, P&L

Prepare annual HOA dues invoices:

• Generate invoices for Home, Lot, Berwick annual assessments on 3/31 from Accounting System
• Print invoices, review for accuracy, stuff envelopes and mail
• Enter interest accruals and legal fees on outstanding Dues accounts each month beginning June 1 of each year
• Submit outstanding Dues payment report to HOA Pres., Treas., and Attorney for legal action on Aug 1 each year
• Provide status report of new receipts from Delinquents to HOA Pres., Treas., Attorney on last day of each month

 

County/State/Federal Tax Administration:

• Prepare annual 1099 tax documents for contractors – due Jan 31 annually
• File Federal Tax Return for SB At Berwick HOA– Non-Profit Organization – due January 15th annually
• File Federal Tax Return for SB HOA – Non-Profit Organization – due April 15th annually
• Pay any assessed County, State, Federal Taxes – on demand

 

Newsletter/Directory Advertisers:

• Establish and maintain accounts in Accounting System as provided by Newsletter Editor
• Prepare and mail invoices
• Collect and post payments
• Provide Newsletter Editor report on outstanding Advertiser Accounts to be used to terminate unpaid advertising in Newsletter

 

Annual Resident Directory:

• Run community announcement January – March for residents to update their accounts – name, phone, mailing & lot address – newsletter & websites
• Export list of Resident Name, Phone, Lot Street from Accounting System – Due Apr 15th annually
• Submit list to HOA for review and updates
• Enter updates into Customer (Resident) accounts and regenerate list for final review

Submit Resident list to vendor (Moesch Communications) – Due May 1st annually