Bookkeeper

About Us

We are a private sports club with over 300 members and a season running October through April. We are also affiliated with a non-profit organization that owns our facility and is dedicated to growing the sport through youth programs and community outreach.

Position Overview

We are seeking a detail-oriented, self-directed Bookkeeper to manage the financial operations of both the Club and its affiliated non-profit.

This is a part-time, year-round position with variable hours — up to 30 hours per week during our active season (September through May), and around 10 hours per week during the off-season (June through August). Most weeks will fall below the maximum, though candidates should be prepared for occasional peak periods within the active season.

Qualifications

• Proven track record of accurate and timely bookkeeping
• Proficiency in QuickBooks Online
• Strong ability to self-manage workload and prioritize tasks without close supervision
• Effective written communication skills

A Plus If You Have

• Experience with non-profit organizations or sports/membership clubs
• Familiarity with Gusto (payroll) or Revel (Point of Sale) software

Club Responsibilities

• Preparation and delivery of member bills each month, including dues, assessments,

special charges and bar charges via email/QuickBooks Online

• Preparation and delivery of bills to outside entities renting Club facilities
• Processing of payments - credit card & check including following up with club members if their payment was not processed and updating credit cards on file.
• Weekly checking of PO Box & mailbox for payments and bills, and making deposits at the bank.
• Serve as the primary financial contact via the designated office email.
• Payment of Club bills and expenses, including payroll processing and club member expense reimbursement
• Payroll processing for hourly employees (1 full-time and 3–4 part-time) and salaried employees (2), including accurate tracking of hours and timely payment.
• Club President should be alerted weekly for checks requiring signature
• Assist with renewals of licenses, subscriptions, and insurance by locating relevant financial documentation, processing payments, and filing online as needed, with Board or Club members retaining primary ownership of the renewal process.
• Maintenance of Club data systems, including updating member information and processing payments in QuickBooks Online, and managing member records and merchandise/food & beverage pricing in Revel POS.
• Accurate recording of all transactions in Club books and records, e.g. Accounts Payable,Accounts Receivable, Bank Reconciliation, Bill Payments, etc.
• Preparation of a monthly income statement for the Club Treasurer prior to each Board Meeting (typically the second Monday of the month), and other reports to Club Officers and committees as requested.
• Provision of all necessary records and reports to the Club auditors to allow timely completion of the annual audit.
• Attend annual budget meeting (July), and attend monthly Board meetings as requested (typically 6:30 PM start time on Mondays, once a month). On-demand meetings where necessary to resolve discrepancies.

Non-Profit Responsibilities

• Responsible for the precise financial tracking, documentation, and reconciliation of all transactions (e.g. Contributions, Accounts Payable, Accounts Receivable, Bank Reconciliation, Bill Payments, etc) to maintain healthy financial books, and 501(c)3 non-profit status. This role ensures financial transparency by managing a variety of incoming donation streams and overseeing all outgoing payments from both Operating and Capital accounts. Working closely with the Board of Directors, especially Board President, Treasurer, and Fundraising Director.

Donation & Revenue Processing

• Multi-Channel Intake: Identify and log donations received via mail, cash, online fundraising sites (iATS), PayPal, stock (Fidelity), and workplace giving (Benevity).
• Account Allocation: Designate funds appropriately between the Capital Account (e.g. campaigns, grants, and undesignated gifts) and Operating Account (e.g. junior/youth curling, corporate and beginner events, parking lot fees, and rentals from other curling clubs).
• Inter-Entity Transfers: Manage the transfer of funds from the club where applicable for revenue items logged on club’s website, such as Corporate events, beginner events and Junior programs.
• Accounts Receivable: Manage billing and collections for services rendered, including corporate events and facility rentals.
• Donor Documentation: Maintain physical and digital records of all gifts (checks, letters, and cash notes) for the current fiscal year and notify the Board Fundraising Director of new donations for timely thank-you letter processing.

Accounts Payable & Disbursements

• Expenditure Management: Process all outgoing payments from the Operating and Capital accounts in a timely manner, including real estate taxes, reimbursements, and capital expenses.
• Board Authorization: Ensure all capital work payments or contract signatures are only issued upon formal confirmation from the Board that services have been rendered.
• Check Issuance: Manage the checkbook and digital payment systems, ensuring all disbursements are documented and logged in QuickBooks. Board signatures required.

Financial Management & Compliance

• Monthly Reconciliation & Financial Reporting: Perform full reconciliation between QuickBooks, bank, and financial statements for all accounts. Issue financials (P&L) monthly for the Board.
• Budget: Collaborate with the Board Treasurer to create an annual budget for board approval.
• Quarterly Internal Fundraising Audits: Collaborate with the Treasurer and Fundraising Chair to review fundraising spreadsheets against accounting records to ensure gift accuracy.
• Audits / State & Federal Filing Support: Provision of all necessary records and reports to Board, Accounting firms, and/or auditors to allow timely completion of the annual audit, state & federal filings (e.g. 990) as applicable.
• Meetings: Attend annual budget meetings (~July), and monthly Board meetings as requested (7pm first Mondays of the month). On-demand meetings where necessary to resolve discrepancies.
• Communication: Serve as the primary financial contact for via the designated office email.