Assistant to the VF
Under the direction of the Post Quartermaster, the elements of this position include, but are not limited to:
Balancing of the previous day receipts:
Collection and counting of all monies from Bartenders, Servers and Events Manager. Investigation of all shortage and overage of Server Reports and Sales Summary Report. Obtain detailed explanations and action plan to correct errors.
Banking:
Daily review of all Bank Accounts, create deposits, ensure against and correct overdrafts and Bank reconciliation. Ensure that the correct VFW Post Officers' names are linked to the Band and credit card accounts and corrected annually as needed.
Accounts Payable/Receivable:
Payment of all bills, outstanding statements, invoices and/or deliveries. Checks printed and recorded through Quickbooks. Prompt deposit of all monies received into the appropriate Bank accounts. Immediately advise the Quartermaster and Commander of incorrect or fraudulent bills or correspondence.
Dues and Obligations:
Complete correspondence and payment of fees in a timely manner for dues and obligations for VFW District and State purposes. These may include Quartermaster bond, State and/or National Convention, Commemorative Program booklets, Buddy Poppy programs and all District and State dues.
Payroll:
Review and correct or adjust employee work hours to meet the biweekly payroll requirements. Paychecks are created through the ADP program and distributed biweekly or alternate Wednesdays.
Payroll reports are sent to the Accountant and State and Federal agencies for Quarterly and Annual reporting.
Taxes and IRS compliance:
Collect all required documents and ensure that all are secured and labeled correctly.
All 990, 940 and 941 reports and payments are to be in accordance with the Post Quartermaster, Accountants and ADR and TOAST reports.
Also keep updated files to ensure compliance with Pennsylvania Sales Tax and Use Tax laws for non-residential customers Ensure that the VFW Post is exempt for taxes on food, beverages or Small Games of Chance purchases.
Licenses and Permits:
Including, but not limited to PA State Liquor Control Board, Business license, Small Games of Chance, Bingo and Sales Tax. Ensure that all are current and in compliance with State and Federal legal guidelines. Required payments will be in full and prior to expiration.
Small Games of Chance Annual Report:
Maintain records of rip ticket sales, wall machines sales, skill games sales, 50/50 sales, Daily and Weekly book receipts, Bingo and Bar Bingo sales, Reverse Raffle events, Gun Raffles and other special events. All reports are sent to the appropriate officials in Harrisburg and the Mercer County Courthouse.
Correspondence:
Daily review of all electronic correspondence (Email, Messenger from FB page, phone messages) and checking Post Box. Distributing messages and mail to the Quartermaster of Appropriate individuals Placing outgoing mail into Post Box. All vendor/customer related correspondence will be addressed in a timely manner.
Employee Relations:
Post notices of available jobs on recruitment sites and VFW Post FB page.
Accept unsolicited job applications and file in order received, assuring the applicant understands that there is no guarantee for work.
Arrange for interviews with applicants as directed by the Quartermaster and assure that other Post Officer(s) and workspace supervisor are available.
Under the direction of the Quartermaster, Commander, Senior Vice Commander, ensure that all new-hire documents are complete and correct, to include job description, W-4, I-9 and required State and local tax forms. Also review the Employee Handbook and expected employee conduct.
Review and post scheduling of kitchen employees as determined by the Kitchen Supervisor.
Collect disciplinary reports from section supervisors which need to include dates and time of the incident along with pertinent facts of the incident. All notes will be reviewed by the Quartermaster, Commander and/or Senior Vice Commander who will determine the appropriate action to be taken.
Counseling will be made by the afore-mentioned Officers of the Post.
In the case of employee Termination, record all pertinent facts and reports accurately and have a termination letter reviewed and signed by the Commander or Senior Vice Commander in his absence.
Workers Compensation Compliance:
Taske include, but are not limited to:
Annual audit compliance with WC Insurance Company.
Completion of First Report of Injury and completing the appropriate forms with the Commonwealth of PA Bureau of Workers Compensation.
Maintaining a log of payroll and hours worked for weekly reporting to Bureau of Workers Compensation, follow up with claimant for medical appointments and non-HIPAA requirements, claims termination and follow up with Workers Compensation Representative.