The Myrtle Trace Homeowners Association will receive the applications of interested persons to provide, as a private contractor, Accounts Receivable services. The Accounts Receivable Contractor retained shall receive, for his or her services, compensation of $3,300.00 per year. Said amount shall be paid in equal monthly installments of $275.00 on the first day of the month.
Duties of the Accounts Receivable Contractor include, but are not limited to the following:
- Check the Association mailbox (101) Myrtle Trace Drive) and the lock box at the Association Clubhouse daily for incoming correspondence. Also collect and deposit money from the use of the copy machine.
- Distribute all mail and communications received daily to the appropriate addressee or to the persons designated by the Board of Directors.
- Review for accuracy of all checks and monies received then post the monies received in a receivable ledger. Deposit all monies received in the designated bank account. Retain the bank receipts to the end of the year and delivered to the Administrative Consultant.
- Contact Association members regarding non-payment or over-payment of monthly maintenance fees. Apply, record and collect penalty fees where applicable. Notify Board of Directors when a member is in arrears over ninety (90) days.
- Furnish closing attorneys with information regarding the status of a home seller’s account and amounts due from the purchaser. Utilize computer templates to transmit electronically those documents requested.
- Accept payments from residents for mailboxes, posts and nameplates and submit signed work order the Maintenance Contractor regarding when and where to install such items.
- Order supplies of letters and numbers for nameplates from our designated supplier for delivery to our Maintenance Contractor as needed.
- Notify the Board of Directors, the Administrative Consultant and the Communications Chairperson of house closings as they occur. Notify Communication Chairperson and Architectural Review Chairperson of changes in mailing addresses of non-resident members as they occur.
- All records are to be computerized. Copies of real estate correspondence, HUD-1, ALTA Real Estate Settlement Statements, supporting documents and general correspondence will be maintained as hard copies and filed in the Clubhouse after one year.
- Provide Administrative Consultant with monthly reports.
- A Real Estate Tracking Sheet will be maintained for all real estate closings that includes all pertinent data needed to generate Certificate of Assessment notices to law firms.
- Accounts Receivable will provide orientation, training and updating relating to the responsibilities under this contract to an individual(s) designated by the Board of Directors.
- Any other reasonable duties to be agreed upon by the Board of Directors for the Association and the Accounts Receivable Contractor.
The Accounts Receivable Contractor is required to represent and acknowledge that he/she is an independent contractor and not an employee of the Association.
The Accounts Receivable Contractor shall provide, at their own expense and on their own premises, the necessary equipment, software and supplies for the performance of the agreed upon services.
Any Myrtle Trace resident who might be interested in the Accounts Receivable Contractor position is encouraged to submit an application. A summary of relevant experience as well as personal references should be included in the application. A familiarity with Quick Books would be beneficial. Applications should be submitted to Nancy Southard, 172 Glenwood Drive, no later than Friday, February 2, 2018.
* * * * *
Myrtle Trace - About Us
In 1994 “New Choices Magazine” chose Myrtle Trace as one of America’s top 20 retirement communities. This community of 518 homes was carved out of a pine forest, and the many tall pines still standing throughout the community are just part of the beauty and serenity of Myrtle Trace. The tall pines are complemented by fifteen small lakes scattered throughout the community. Over 40% of the homes are situated on a lake and many others back up to either the Burning Ridge Golf course or wooded areas. Rabbits, squirrels, ducks, fish, turtles, and many varieties of birds are among the wildlife that residents enjoy.