Senior Bookkeeper

University Club of Pasadena • Pasadena, CA

15h • Onsite

About The Position

The University Club of Pasadena is seeking an experienced Senior Bookkeeper & Accounting Manager to lead the Club's day-to-day accounting operations and serve as the foundation of its accounting function. This hands-on position is responsible for accounts payable, accounts receivable, member billing, payroll administration, account reconciliations, month-end close, and financial reporting support. The Accounting Manager reports directly to the General Manager / CEO and works closely with department heads, the Club's outside CPA firm, auditors, and the Finance and Audit Committee. As the Club's sole accounting professional, this position requires a high degree of ownership, organization, accuracy, and accountability. The successful candidate will be comfortable working independently, managing competing deadlines, identifying issues early, and ensuring that timely and reliable financial information is available to Club leadership.

Requirements

• Three to five years of full-cycle bookkeeping or accounting experience.
• Working knowledge of accounts payable, accounts receivable, payroll, and account reconciliation.
• Strong understanding of double-entry bookkeeping and general ledger structure.
• Experience preparing month-end schedules and independently completing a monthly close.
• Proficiency with accounting software and Microsoft Excel.
• Strong written and verbal communication skills.
• Ability to manage multiple deadlines and priorities independently.
• Demonstrated discretion in handling confidential financial, payroll, employee, and member information.

Nice To Haves

• Associate's or bachelor's degree in accounting, finance, business, or a related field. Equivalent professional experience will be considered.
• Experience in private club, hospitality, restaurant, hotel, or event venue accounting.
• Experience with ClubEssential, ADP, or QuickBooks.
• Experience supporting an external audit or financial statement preparation.
• Familiarity with nonprofit or fund accounting.
• Membership in Hospitality Financial and Technology Professionals (HFTP), or progress toward the Certified Hospitality Accountant Executive (CHAE) designation.

Responsibilities

• Maintain accurate member accounts and billing records.
• Post member charges, payments, and deposits accurately and promptly.
• Prepare and distribute monthly member statements.
• Monitor accounts receivable aging and follow up on past-due balances.
• Respond to member billing inquiries promptly and professionally.
• Research, document, and resolve billing discrepancies.
• Code and enter vendor invoices and verify appropriate approvals.
• Prepare weekly check runs and electronic payments.
• Maintain vendor files and W-9 documentation and assist with annual 1099 preparation.
• Resolve vendor discrepancies and process employee reimbursements.
• Process payroll through ADP accurately and on schedule each pay period.
• Review timecards with department managers and verify hours, sick leave, and vacation balances.
• Reconcile payroll to the general ledger and maintain related accrual balances.
• Support year-end payroll reporting and final pay calculations.
• Maintain general ledger activity and prepare journal entries with appropriate supporting documentation.
• Reconcile bank, credit card, and balance sheet accounts monthly.
• Maintain fixed asset schedules, prepaid expenses, and accrued liabilities.
• Prepare month-end schedules and workpapers.
• Complete the monthly close in accordance with the Club's published close calendar.
• Prepare the monthly financial package, including income statement versus budget, balance sheet, and cash summary.
• Prepare clear written variance commentary.
• Monitor departmental expenses and labor costs against budget.
• Deliver weekly cash position and accounts receivable aging reports to the General Manager.
• Support reporting for the Finance and Audit Committee and Board of Governors.
• Assist with the annual operating budget and periodic financial forecasts.
• Maintain organized, audit-ready documentation and assist the external CPA firm during the annual audit.
• Maintain the monthly reconciliation checklist and documented accounting procedures.
• Support compliance with accounting policies, internal controls, and tax filing requirements.
• Maintain the accuracy and integrity of accounting data in ClubEssential and related systems.
• Identify opportunities for process improvements and automation.
• Protect confidential member, employee, payroll, and financial information.

Benefits

• Medical, dental, and vision coverage, with the Club contributing toward plan costs.
• 401(k) plan with company match.
• Paid vacation and California paid sick leave.
• Paid holidays.
• Professional development support.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree