Accounts Payable/Administrative Assistant - Country Club of Pittsfield - Pittsfield

MORE JOBS
MORE JOBS IN ACCOUNTING/FINANCE/AUDITING

Print Email Save

Country Club of Pittsfield
P.O. Box 538
639 South Street
PITTSFIELD, MA 01202
Website: Click Here

Company Description:
The Country Club of Pittsfield maintains over 120 years of history and tradition, which dates back to 1897. Although times have changed, the Club remains focused on the same objectives as it did when it first began; to provide the finest amenities, activities and social events to its members, their families, and friends. Our Country Club allows its members the ability to share their social and recreational interests in a casual and private setting which transpires into the development of ongoing relationships with other members and staff.

The Main Clubhouse boasts a brand-new ballroom, along with 4 smaller banquet spaces and our Main Dining room. Throughout the year, we entertain our membership with a variety of fun and exciting events and also host outside weddings and events up to 250 in attendance. The membership can choose to dine al fresco on our covered wrap around porch or sit back and relax in our newly renovated member dining room enjoying the best dining experience here in the Berkshires! We can accommodate up to 125 members for dining year-round.
Accounts Payable/Administrative Assistant
$19.00 - $22.00 Per Hour
Pittsfield
Part Time
Accounting/Finance/Auditing
High School or Equivalent
2+
Preferred

Position Summary

The Accounts Payable / Administrative Assistant is responsible for managing the Club's accounts payable functions while providing general administrative and clerical support to ensure the efficient daily operation of the Club's business office. This position requires strong attention to detail, organizational skills, confidentiality, and a professional, service-oriented approach when interacting with Club members, employees, vendors, and guests. This is a part-time position with the potential for full-time hours in the future.

Primary Responsibilities

Accounts Payable

  • Manage all aspects of accounts payable, including reviewing, coding, and entering invoices.
  • Verify proper invoice approvals and supporting documentation.
  • Prepare checks and process vendor payments in a timely manner.
  • Reconcile and balance invoice batches.
  • Maintain and update vendor records and databases.
  • Obtain and maintain credit applications for vendors.
  • Obtain and maintain W-9 forms for new vendors, as applicable.
  • Prepare and distribute annual 1099 forms.
  • Respond to vendor inquiries regarding invoices and payment status.
  • Ensures compliance with the club’s policy for obtaining authorization signatures.
  • Update bar inventory prices.

Accounts Receivable

  • Assist with reconciling and posting accounts receivable transactions.

General Administrative Support

  • Answer incoming telephone calls, direct calls appropriately, and take messages.
  • Communicate professionally with members, employees, vendors, and other individuals.
  • Prepare, type, format, proofread, and edit correspondence, reports, and other documents.
  • Operate and maintain standard office equipment, including copiers, scanners, voicemail systems, and computers.
  • Organize, label, file, and maintain electronic and physical records.
  • Assist with general office duties and special projects as needed.

Member Services and Club Administration

  • Interact with Club members daily in a professional, courteous, and welcoming manner.
  • Assist with member dining reservations and respond to member inquiries.
  • Assist with Coordinating registration and correspondence for Club events and activities.
  • Provide administrative support to ensure a positive member experience and smooth daily Club operations.

Work Environment

This position is based in a private country club setting and requires regular interaction with Club members, employees, vendors, and guests. A professional appearance, positive attitude, flexibility, and commitment to providing excellent service are essential.

  • Previous accounts payable experience required.
  • Proficiency in Microsoft Office applications, including Word and Excel.
  • Strong organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Ability to analyze information, identify discrepancies, and maintain accurate records.
  • Strong interpersonal skills and a customer-service-oriented attitude.
  • Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.
  • Ability to handle confidential financial and membership information with discretion.
  • Professional demeanor and a positive attitude when interacting with Club members, employees, and vendors.