Senior Bookkeeper

Job Description

Job Description

About the Club:

Founded in 1922, the University Club of Pasadena is a private membership club serving professionals, community leaders, and families throughout the Pasadena area. The Club offers dining, meeting spaces, social programming, and private events in a historic clubhouse.

Our culture is guided by four values: Member-Hearted, One Team, Profit-Minded, and Seek Excellence. Our mission is to lead the club industry by recognizing and celebrating the value of our members every time they step through our doors.

Position Summary:

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.

Key Responsibilities:

Accounts Receivable & Member Billing:

• 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.

Accounts Payable:

• 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.

Payroll:

• 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.

General Ledger & Month-End Close:

• 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.

Financial Reporting:

• 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.

Audit, Compliance & Accounting Systems:

• 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.

Qualifications:

Required:

• 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.

Preferred:

• 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.

What Success Looks Like:

• Month-end close is completed according to the published close calendar, with bank, credit card, and balance sheet accounts fully reconciled.
• Member statements are accurate, and billing questions are resolved promptly and professionally.
• Payroll is processed accurately and on time and reconciled to the general ledger each pay cycle.
• Weekly cash position and accounts receivable reporting are delivered consistently and without prompting.
• Accounting issues are identified, investigated, and communicated early rather than discovered during an audit.
• Supporting documentation and reconciliations are organized, accurate, and readily available when requested by management or external auditors.

Why Join Us

Ownership and visibility.

• You will lead the Club's accounting function, with your work directly supporting the General Manager, Finance and Audit Committee, and Board of Governors.

Stability:

• Join a Pasadena institution in its second century with a small, collegial team.

Predictable schedule:

• Monday through Friday during regular business hours, with paid time off.

Professional growth:

• Work directly with Club leadership, the Finance and Audit Committee, and an outside CPA firm, with opportunities for continued professional development.

Compensation & Benefits

Pay Range:

• $33.65–$38.46 per hour, depending on experience.

• This is a full-time, non-exempt position and is eligible for overtime. Based on a 40-hour workweek. This represents the pay scale the Club reasonably expects to pay for this position.

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.

Eligibility dates, waiting periods, and contribution amounts are outlined in the offer letter and applicable plan documents.

Equal Opportunity Employment

The University Club of Pasadena is an equal opportunity employer. We consider all qualified applicants and employees without regard to race, color, ancestry, national origin, religion, creed, age (40 and over), disability (physical or mental), sex, gender, sexual orientation, gender identity or expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state, or local law.

Qualified applicants with arrest or conviction records will be considered in accordance with the California Fair Chance Act.

The Club will engage in a timely, good-faith interactive process and provide reasonable accommodation to qualified individuals with a disability or for religious beliefs or observances, unless doing so would cause undue hardship. Applicants who need an accommodation to participate in the application or interview process should contact the General Manager.

Employment with the Club is at-will.