Full Charge Bookkeeper

Job Description : Full Charge Bookkeeper

Hubbard Family Swim School Ver 11 / 11 / 2025

SUMMARY STATEMENT

The Full Charge Bookkeeper is responsible for managing the day-to-day accounting operations at Hubbard Family Swim School, including payroll processing, accounts payable, bank reconciliations, and financial reporting. This role ensures accuracy, compliance, and timeliness of all financial transactions and supports leadership by maintaining organized and efficient accounting systems.

This is a hands-on position requiring strong attention to detail, initiative, and confidentiality. The Bookkeeper is committed to ethical conduct, accuracy, and responsive service in all aspects of financial management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This job description defines the general scope of responsibilities and does not necessarily list every duty performed in this role.

Processes payroll and timesheets on a bi-monthly basis; records corresponding entries to the accounting system.

• Track and monitor employee PTO and sick time eligibility.
• Research and resolve payroll discrepancies and maintain accurate payroll files.
• Manage accounts payable, including entering invoices, obtaining approvals, and processing vendor payments.
• Perform monthly bank and credit card reconciliations.
• Maintain organized and accurate financial records for forecasting and reporting purposes.
• Prepare and summarize expenses, payroll, and financial reports for leadership review.
• Coordinate month-end and year-end review processes and ensure all reconciliations are completed.
• Prepare journal entries for corrections, accruals, prepaid expenses, and amortizations.
• Maintain and reconcile Due To / From schedules and prepaid balances.
• Collect W9s from new vendors and prepare annual 1099 filings.
• Organize year-end tax preparation documents and coordinate with external accountants or CPA.
• Manage business license renewals and assist with insurance renewals and claims administration.
• File sales tax reports and assist with other compliance-related filings.
• Support leadership and team members with financial data or documentation as requested.
• Attend staff meetings and training as scheduled and provide assistance to coworkers as needed.
• Maintain confidentiality of financial data and uphold ethical accounting practices.
• Performs QuickBooks file maintenance (carrying balances forward or creating new files as needed).

ORGANIZATIONAL RELATIONSHIPS

Works internally with the HR Manager, General Managers, Site Supervisors, swim and camp staff, and reports to the Director of Operations. Works externally with vendors and customers.

MINIMUM JOB REQUIREMENTS

High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, or related field preferred. 3-5 years of bookkeeping or accounting experience, with full charge or multi-entity experience preferred. Proficient in QuickBooks and Microsoft Excel. Strong knowledge of GAAP and standard accounting principles. Excellent attention to detail, organization, and confidentiality. Ability to manage multiple priorities and meet deadlines with minimal supervision. Strong written and verbal communication skills.

KNOWLEDGE, SKILLS, and ABILITIES REQUIRED

Skills you must have because we cannot teach them to you :

Warmth and Humor : The ability to draw customers in from first contact and make them feel like they WANT to become a part of the Hubbard Family. The ability to make customers and staff laugh without offending them. Demonstrate a passion for excellence.

Verbal Communication : The ability to quickly assess the needs and communication style of the customer / child and speak to them in their "language." The ability to make every customer believe they are the most important customer Hubbard has and that their issue or concern is the most important issue or concern Hubbard has.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, use a telephone and computer for extended periods of time, talk, hear, stand, walk, stoop, and crouch. The employee is frequently required to use hands to feel, reach, and perform repetitive use of a mouse and keyboard to type. The employee may occasionally lift and / or move equipment or a small to average size child up to 50 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, and the ability to adjust focus.

ENVIRONMENTAL CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The environment includes normal office working conditions. The noise level in the work environment is moderate. The environment also involves working in and around a pool which has a warm and humid atmosphere and which requires following specified safety precautions.

ACKNOWLEDGEMENT

JOB TITLE : Full Charge Bookkeeper

Employee Signature : ____________________________________________ Date : _______________

The preceding job description has been designed to indicate the general nature and level of work performed by employees in this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.