Bookkeeper

As the Legion in the Woods (LITW) Bookkeeper you have the responsibility for all aspects of recording monetary transactions for the” Social Club” to include record keeping/reporting of the Small Games of Chance (SGOC) as prescribed by law.

Reports To:

· President – Legion in the Woods, Inc.

It is imperative the Bookkeeper understand that they report and are responsible to one person and one person only.

Direct Reports:

· None

Duties

· Daily

• Reconcile bar and food receipts through Point of Sale (POS) system and report any discrepancies to Supervisor
• Record all incoming funds to the fund accounts (Operations and SGOC)
• Monitors SGOC activities per the PA Liquor Control Board (PLCB) and Centre County District Attorney rules and regulations as it pertains to the SGOC
• Bookkeeper will be listed on the LITW SGOC permit as Bookkeeper
• Coordinates with Lead Bartender as it relates to the Bartenders handling SGOC responsibilities
• Monitor the on the wall ticket machines for proper operation. Forward any issues to the Club Manager to arrange repairs.
• Maintain proper balance of tickets in the on the wall ticket machine and behind the bar ticket baskets
• Reconcile SGOC games as they are bought and paid out
• Reconcile quarter and dollar books
• Weekly
• Review payroll hours from POS system for processing. Forward payroll hours report to accountant to process payroll and taxes.
• Consolidates daily SGOC reports and fill out weekly reports as required
• Is responsible for all SGOC activities by any of the internal organizations under our permit umbrella
• Reconcile and deposit funds from the wall ticket machine
• Monthly
• Close out and balance the ledger of each account and reconcile all bank statements.
• Maintain receipts for all transactions
• Monitor ATM, juke box, and pool table proceeds from each machine. Track and make separate deposits for each transaction
• Receives invoices and pays all bills, preferably by electronic payments
• Prepares a monthly financial report of all bills paid to the LITW Treasurer for presentation at the monthly LITW meeting
• Prepare monthly “P&L with Detail” statements and forward to the LITW Treasurer for presentation at monthly LITW’s meeting
• Ensure all payroll tax filings are completed
• Annually
• Prepares for end of year audit and present a draft audit to LITW President for January LITW meeting
• Prepares annual SGOC report and presents to President of LITW
• Submits annual SGOC report on-line prior to the February deadline, as required
• Employee Management
• Maintains personnel files in secure location
• Bookkeeping
• Maintain QuickBooks Online accounting
• Insure current and accurate handling of all income (checks and cash for deposit)
• Understand bookkeeping computer software with accessibility to review bookkeepers accounting and computer on the LITW premises
• Ensure computer back-up of all financial documentation
• Understands General Ledger accounting; inventory control and credit/debit memos if necessary
• Maintains knowledge of current LITW membership database
• Maintains knowledge of the POS system, input information as required, and in cooperation with the Lead Bartender train staff as needed to effectively perform their duties
• Administrative
• Maintain control of mailings, supplies, resale inventory, and office machinery
• Communicate with vendors via e-mail and phone relative to payment and account status
• Secure all ledgers and financial information in a locked and secure location
• Verify time sheets-make list of hours
• Maintain confidentiality about all matters of the LITW

Responsibilities

· Maintain a separate file for each vendor account which includes invoices in chronological order

· Produce and distribute checks for payments to vendors

· Record electronic funds transfers (ETF), bank transfers, and bank deposits

· Produce financial statements as required

· Perform related duties as assigned by the LITW President

· Maintain compliance with all LITW policies and procedures

· Follow guidelines for conducting raffles to ensure compliance with SGOC permit (Copy Provided)

· Follow guidelines of Pennsylvania liquor laws IAW PLCB (Copy Provided)

· Ensures the LITW Social Club House Policies Handbook is followed (Copy Provided)

· Report to the LITW Treasurer, a written report on how bar and food operations are being performed, suggestions to improve or modify bar operations, issues impacting bar operations, status of reportable incidents, and items which need Board input to assist with resolution.

· Admit mistakes; accepts and learns from criticism and different points of view; seeks contributions from others to overcome obstacles

· Do not enter into any contracts or agreements on behalf of the LITW

Education/Experience Required

· Familiar with QuickBooks Online

· Microsoft Office software knowledge

· Experience/Knowledge in General Accepted Accounting Practices (GAAP)

· Displays business acumen

Work Schedule and Hours

Part-time position. The schedule includes day shifts to fit the business needs and opening times of the LITW. Hours are determined by business levels. Usual working hours are Monday through Friday 8:00 AM to 11:00 AM. Weekends may be required from time to time. Possibility to work from home when pre-arranged with the LITW President.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities and duties required of personnel as classified.

Pay: $18.00 - $20.00 per hour

Benefits:

• Employee discount

Work Location: Hybrid remote in State College, PA 16801