Senior Bookkeeping and Accounting Manager

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.

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.

• 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 work papers.
• 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 Club Essential…