Finance​/Office Manager

Job Overview:

The Finance/Office Manager, under the direction and supervision of the General Manager, is responsible for the maintenance of the Club’s general ledger accounts, including accounts payable/receivable, integration with Club’s data management software, preparation of monthly expenses and cash reports, and investment accounts.

• The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
• Answers telephones and helps at front desk when needed.
• Prepares a daily cash deposit if other personnel are not available.
• Manage tasks of office staff.
• Interview/hire Activities Center staff and schedule work assignments.
• Examines membership accounts related to balance inquiries; proof all Status Reports and payoff statements prepared by General Manager or Administrative Assistant for accuracy.
• Prepare quarterly and yearly summaries from general ledger for comparison to quarterly and yearly payroll tax reports. Maintain personnel files.
• Distribute health plan identification cards and brochures when issued; enroll/terminate employees in health plan, pension plan, and life insurance program as needed.
• Prepare invoices and ensures proper documentation together with other staff; code all expenses with department/expense allocation before computer processing.
• Process payables and checks for all funds; obtain signatures of treasurer and trustee.
• Run monthly check register and general journal used for monthly posting of the cash disbursements into general ledger.
• Prepare a monthly accounts payable schedule needed for the Treasurer's Report.
• Prepare daily cash deposit if other personnel not available or assist when the deposit is large.
• On a weekly basis, check the charges that have been made to members’ accounts, such as Initiation Fee and Property Transfer Fee, and make any transfers of balances if needed from seller to buyer.
• Post charges and payments to member accounts and once a month run the monthly late charge program.
• Run distribution reports for cash and non-cash payments and charges and analyze these for the distribution of receipts/cash to the Club’s various funds - (Operating, Capital, Asset, Dam, and Long Term).
• Run monthly report used to post to receivable accounts in general ledger.
• Transfer amounts monthly from/to the Operating Fund checking account to other funds based on cash disbursements.
• Remittances from collection attorney must be manually analyzed for cash, receivable amounts and collection expense.
• Process this report to member accounts by entering "manual payments" in database program to properly allocate payments.
• Set up judgment accounts for accounts referred to collection; bill attorney’s fees and account maintenance fees to collection accounts; respond to all inquiries from collection attorney for the Club; attend trial and deliver testimony when needed for outstanding amounts and office/bookkeeping procedures.
• General Ledger and Auditing
• Post monthly to general ledger and analyze trial balance
• Consult with auditor for bookkeeping questions
• Analyze draft audit and auditor-initiated journal entries comparing to general ledger
• Discuss and reconcile variances
• Treasurer's Report: prepare monthly report of income and expenses for Voting Board meetings for Operating and Capital Funds, compiled from cash receipts, disbursements, accounts payable and journal entries.
• Cash Report:
  Prepare weekly cash report for all funds showing receipts and disbursements. This report shows a weekly, year-to-date and prior year
  -to-date figures.
• Bank Reconciliations
• Perform bank reconciliations for all accounts.
• Process applications for senior and permanently disabled discounts
• Issue demand letters for returned checks
• Other duties as assigned.

• Bachelor's degree in accounting or finance required
• 5+ years’ experience as Manager or Director of Financial Planning and Analysis
• Strong leadership skills required. Experience in multi-unit retail/ Property management preferred
• Advanced Microsoft Excel and PowerPoint skills. Great…