What are the responsibilities and job description for the Bookkeeper/ Accounting Clerk position at The American Legion and Careers?
Bookkeeper Job Description – American Legion Post 44
Position Overview
The Bookkeeper is responsible for the daily financial operations of the Post, ensuring accuracy in reporting, strict adherence to state and federal regulations, and transparency for the membership. The Bookkeeper reports directly to the Executive Board while working under the guidance of the Post Finance Officer.
Primary Tasks & Responsibilities
Financial Operations & Oversight
- Cost Control: Continually review and maintain proper cost control procedures to protect Post assets.
- General Accounting: Oversee all financial matters including bank deposits, account register entries, and petty cash management.
- Reporting: Prepare and present monthly financial reports (Income Statements and Balance Sheets) to the Executive Board and membership.
- Banking: Manage bank deposits, reconcile all bank statements monthly, and maintain the account register.
- Payroll & Taxes: Manage payroll processing and ensure the timely payment of all required bills and taxes in coordination with the Post Finance Officer and any outsourced accounting services.
- Cash Management: Responsible for opening bartender tills and reconciling daily cash flows.
Compliance, Licensing & Safety
- Tax Filings: Ensure timely filing of IRS Form 990 (due by the 15th day of the 5th month after fiscal year end) and Form 990-T if Unrelated Business Income Tax (UBIT) applies.
- State Gaming Reports: Prepare and file Indiana Form CG-AL FGR (Annual License Financial Gross Receipts) and other required gaming license renewals.
- Incident Monitoring: Review Bar Incident records daily. Maintain physical copies in office files and notify the Executive Board immediately of any entries.
- Safety Reporting: Report any acts of maltreatment, neglect, accidents, or violations of Post policies to the Executive Board. Ensure all such events are first documented in the bar’s Incident Log.
- Certification Management: Oversee and maintain all required certifications, including but not limited to:
- Business and Liquor Licenses
- Health Department Inspection Logs
- Employee Personnel Files
- ServSafe and Alcohol Server Training certifications
- Individual Bartender Licenses
Job Requirements
- Bondability: Must be able to be bonded (required for all officers/staff handling Post funds).
- Software Proficiency: Must be highly proficient in Intuit QuickBooks and Microsoft Excel.
- Experience: Prior professional bookkeeping experience, preferably in a nonprofit or 501(c) environment.
- Integrity: Must pass a background check; no person convicted of a felony or gaming-related offense may hold this position.
- Communication: Must meet with the Executive Board at dates and times set by the Current Commander to discuss financial concerns.
- Accountability: Required to attend Executive Board meetings at the Commander's request; must bring the current Incident Log to every meeting.
Recommendations
- Legion Family: It is highly recommended (though not required) that the candidate be a member of the Legion, Auxiliary, or Sons of the American Legion (SAL).
- Nonprofit Knowledge: Familiarity with Generally Accepted Accounting Principles (GAAP) and IRS regulations for veterans' organizations.
Pay: $0.01 - $20.00 per hour
Benefits:
- Flexible schedule
Work Location: In person
Salary : $10 - $20,000