DATE: 6/8/2021
NAME OF POSITION: Treasury Admin. 3B
SENIOR'S NAME: Angelica Gomez
PURPOSE (The reason why the position exists): To ensure all Philanthroinvestor E&H funds are fully accounted for, recorded and correctly distributed. To ensure all Trusts beneficiaries feel secure sending us money and are satisfied with the management of their money.
VIEWPOINT (The viewpoint that an employee should have, to be successful at the job): We are operating with high amounts of money and it is important that every penny that is given to us by a client (PI) is correctly accounted for and recorded. There can be no errors in their accounting, and it needs to be as perfectly recorded as a bank. In the same way that you would want your money perfectly accounted for and tracked if you were investing, we want our clients to have complete peace of mind that their money is in safe hands and that every balance they get is completely accurate and up to date. As a result, any balance or reconciliation that does not check out or any report of unaccounted for money that we should have is of extreme and immediate importance to handle and get cleared up above any other duty.
COMPUTER SKILLS REQUIRED: Knowledge of QuickBooks, Microsoft Office and general PC computer knowledge. Able to create and correct formulas in Microsoft Office, specially Excel documents. Can create and operate Google Docs as well as having experience with Google Drive or OneDrive.
SKILLS REQUIRED: Good math and accounting skills, accurate and up-to-date administration. Can keep track of dates and can complete tasks before their due date. Good duplications and detail oriented specifically regarding numbers and correctly importing them into software or excel documents. Is particular about completing cycles of action.
RESPONSIBILITIES OF THE POSITION:
• To correctly transfer and log all PI income coming into the company including Account Opening Forms, ESCROW agreements, Client Deposits, etc.
• In coordination with Div 2 handling and PI withdrawals or refunds
• In coordination with Div 2 Create sales documents for Properties
• In coordination with Div 4 Dep 1l handling any PI bills due to properties (ie. Taxes, water, electrical, etc)
• To ensure all PI's income from EasyHomes is correctly allocated to their account
• To ensure all PI's bills connected to E&H trust and servicing are paid
• Monitors that all clients' accounts/E&H Wallets accurately reflects their income and disbursements as up to date as possible
• Reconciles all accounts related to PI Accounting Philanthroinvestor Wire Philanthroinvestor ESCROW
• Ensure PI have signed all necessary documents governing the allocation of their money
• Handle the allocation of all insurance money for the investor
DAILY ACTIONS:
I) Check hangouts and handle them as needed.
2) Check emails and answer.
3) Get all PI R/F in Div 3B and complete them.
4) In the Chase Bank Account (6380) PI INCOME AND DISBURSEMENTS check to see if any money came in that does not correspond with a RF and contact Div 2 to get the RF
5) Receive checks or Money Orders, log the payment in E&H Matrix and get them deposited and admin done.
6) Verify in the Treasury email that there are no Money Orders or Checks rejected.
WEEKLY ACTIONS
I) Monday Morning before 10:30 am transfers any PI money to FO#1 based on purchasing agreements signed the previous week.
2) Routing forms traffic: PI Sales, Money to Account, AOFs, Account Withdrawals, New Homes Purchased, Homes Sold to Families.
3) Tuesday afternoon: Look over any New PI Bills and add them to the bills date line for PI.
4) Wednesday morning: pay all approved and Due Bills for PI.
5) Friday Morning Do the EasyHomes reconciliation for all the money that came into the account (l7l3) and that is posted, do not reconcile anything that is in transit, let those for the next weekly reconciliation.
6) Ensure all your stats are logged at the end of the week and reported Uplines.
7) Thursday morning: File all the PO and RF into the PI folder
8) Friday at 2:30 make sure all the PI R/F of the sales of the week are in your inbox if not contact Div 2 to get the RF.
9) Friday at 4:30 send the income reports for the week to the CFO.
10) Work with Dep 12b (AnneMarie) to ensure she has enough money to pay tax and insurance and if it is needed fund any money needed.
II) Keep the client wallet up to date by adding any deposits, purchases, or bills in the client accounting/PI ESCROW
MONTHLY ACTIONS:
I) On the 25’h of each month allow Dep l2A (Patrick) access to the collection sheet so he can start to write down the notes on the collection sheet, and once your finish the reconciliation let him know so he can finish all the notes for all the houses with 0 income or negative net income. You don't have to check the notes, the notes will be verified by Qual during the Qual Check.
2) Complete EasyHomes reconciliation and have Qual to upload it to Power BI software, then check to ensure her numbers are the same as the numbers we have in the Collections Sheet.
3) Once the above is all good, then enter the income and expenses for every PI into their Power BI Wallet.
4) Let Juliana know the above is done so she can upload to Power BI.
5) Ensure all Philanthroinvestor reports are sent by the l0th business day of the month and that all accounting is accurate.
6) Send out wires, ACH and check corresponding to the PI reports and EasyHomes income and log all disbursements in PI accounts and QBs/Software.
7) Enter in the Power BI Wallet all the checks and wires/ACHs that were sent.
8) Ensure the Balance Check has a 0 difference.
9) Copy all transactions done in Power BI Wallet over to the EZH Wallets, so they both have all the same information.
YEARLY ACTIONS:
I) The Equity & Help Inc annual Corporate filing is due each year on May 1st. In 2021 the cost to renew was $150.00; we renewed this on 3/8/2021 and paid the $150.00 and did this all online. They will send an email to Treasury@Equityand Hel p.com to remind you but don't count on that. 3ust make sure you do it early because it's a $400.00 penalty if you file this late. You can go to Sunbiz.Org and find out more information. Check with the CEO if he has any changes to make before completing the filing as he may want to change the Officers or an address, etc. They will also ask if you want to pay an extra $8.75 for a certified certificate. I don't do it because anyone can go to Sunbiz.org and look up our company to see our filing and information.
2) We have a dba for Easy Homes which is owned by Equity & Help Inc. It expires on 12/31/2024 and so nothing needs to happen on this for a few years but needs to be noted so we renew it (It lasts 5 years for each renewal). Again to do this just go to Sun biz.org and click SEARCH RECORDS, scroll down to FICTITIOUS NAMES and search for Easy Homes.
3) 1099 TAX FORMS are due each year by January 31st. See hat write up for details.
4) W2 TAX FORMS are due by January 31st, must be postmarked by that date. Our payroll company, Sure Payroll, completes these forms and we download them when they are ready. They usually have them ready very early in January, so download them and get them sent out. (SEE HAT WRITEUP FOR W2s HAT)
5) Get all tax forms for each PI and send all investors tax information by the 3lst of Jan each year.
6) Send PI % profit for the previous year by the 7’h of Jan each year to the AC& EC
STATISTICS:
• PI Audit Points
• Transactions completed: Number of transactions completed on the Week
VALUABLE FINAL PRODUCT:
ALL PHILANTHROINVESTOR FUNDS ARE PROPERLY BANKED, RECORDED AND ADMINISTERED TO THE CLIENTS SATISFACTION
Fast Start Hat written by:
Angelica Gomez SVP Ops E&H Inc.
Fast Start Hat Modified by:
Juliana Gomez
VP PI Finances