ASSISTANT CONTROLLER-PRIVATE CLUB

POSITION TITLE:

Assistant Controller

DEPARTMENT:

Accounting

REPORTS TO:

Controller

FLSA DESIGNATION:

Exempt

JOB SUMMARY

This role will report to the Controller and will be responsible for operations in Accounting (General Ledger), Accounts Receivable (“AR”) and Accounts Payable (“AP”).  Supervises the Staff Accountant (AP/AR) for the implementation and enhancement of systems to improve workflow and reporting. The Assistant Controller will develop and own the financial close process and all associated processes and reporting to deliver accurate and timely results to the Club.

Creates financial transactions and generates financial reports from that information. The creation of financial transactions includes posting information to accounting journals or accounting software from source documents as invoices to members and guests, cash receipts and supplier invoices. The Assistant Controller also reconciles accounts to ensure their accuracy.

JOB KNOWLEDGE, CORE COMPETENCIES & EXPECTATIONS

• Proficiency with ERP systems and advanced Excel skills.
• Familiarity with generally accepted accounting principles.
• Exceptional communication and interpersonal skills.
• Superior organizational and project management skills, with high attention to detail.
• Knowledge of and ability to perform required role during emergency situations.

JOB TASKS & RESPONSIBILITIES

• Oversee the day-to-day accounting operations and lead the execution of the month-end close process including management of account reconciliation, month-end close tasks and fluctuation analysis.
• Maintains chart of accounts, journals, checks registers, bank reconciliations, accounts receivable, accounts payable, inventories, general journal, payroll and personnel files, excise tax reports, depreciation accounts, and financial statements.
• Monthly reconciliation of all bank statements and balance sheet accounts.
• Maintains fixed asset ledgers and prepares depreciation schedules for monthly entries
• Manage AP and AR processes including bill payments, wires and monthly membership dues billing.
• Respond to inquiries from Camp Captain and members’ billing inquiries within 24-hour period.
• Audits and pays all club bills and invoices after approval for payment.
• Cash management, weekly cash flow analysis.
• Prepares inventory worksheet and crosschecks prices paid with bid quotations and invoice prices.

• Files the monthly and quarterly sales tax, transient tax and annual tax reports. Provide quarterly capital gains and loss reports to external tax preparers.
• Assists Controller on all matters related to computer applications, annual and special audits, insurance and employment records.
• Identify opportunities for process improvement to streamline financial operations and enhance the accuracy and efficiency of financial reporting.
• Generates point-of-sale (POS) reports from revenue centers.
• Audit Support: Work with external auditors during the annual audit process, ensuring that all necessary documentation and information are provided.
• Attend departmental and club training meetings.
• Support Controller with the special projects and workflow process improvement.
• Completes other appropriate assignments made by the Controller.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• A history of progressive accounting management experience.
• A thorough understanding of generally accepted accounting principles (GAAP).
• Work with a high level of integrity, confidentiality, and professionalism, demonstrating sound judgment.
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Ability to work effectively with others, building and maintaining relationships.
• Attention to detail is a significant focus of this role; handling those details quickly, correctly, and efficiently.
• Ability to maintain calm and reason, be a good listener, and deal well with interruptions and competing priorities throughout the day.
• Ability to travel to the Grove. Candidates also must be available to work at the Grove during the 4-week long summer events (housing provided).
• Thorough knowledge of Microsoft Excel. Experience with Hospitality/Club Information Systems.
• Most tasks are performed in a team environment with the employee acting as a team leader.  There is minimal direct supervision.
• Must be able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  
• Must be able to write reports, business correspondence, and procedure manuals.  
• Must be able to effectively present information and respond to questions from groups to managers, clients, customers, and ownership.
• Must be able to apply mathematical operations to such tasks as frequency distribution, analysis of variance, correlation techniques, sampling theory, and factor analysis.
• Must be proficient in Microsoft Word, Microsoft Excel, and other applicable computer systems.  Budgetary analysis capabilities required.
• Working knowledge of federal, state, and local laws.

 PHYSICAL DEMANDS

• Most work tasks are performed indoors. Temperature is moderate and controlled by Club environmental systems.
• Must be able to sit at a desk for up to 8 hours per day.  Walking and standing are occasionally required.  Length of time of these tasks may vary from day to day and task to task.
• Must be able to lift to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity. 
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, photocopiers, dolly, and other office equipment as needed.  

 OTHER

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.   Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the Club.   In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Bohemian Club rules and regulations for the safe and effective operation of the Club’s facilities.  Employees who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment.

QUALIFICATION STANDARDS

• Bachelor’s degree from four-year college or university with concentration in business or administration with accounting major or minor and coursework in financial analysis and auditing.
• Three to five years of professional accounting experience, preferably in a hospitality environment.

GROOMING

All employees must maintain a neat, clean, and well-groomed appearance per Bohemian Club standards. 

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.