Accounting and Payroll Specialist

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Job Type

Full-time

Description

Position

Accounting and Payroll Specialist

Reports to

Finance Department Head/CFO

Supervises FLSA Classification

This position has no supervisory responsibilities Hourly Non-Exempt

Job Summary

The Accounting Administrator will process bi-weekly payroll and maintain employee time records, assist with internal and external audits, and perform ad hoc projects, as assigned.

Essential Functions

• Review and verify information entered by Human Resources to ensure accurate and timely payroll processing, taking full ownership of identifying and correcting discrepancies before payroll runs.
• Audit and validate employee timesheets; process bi-weekly payroll with a strong focus on accuracy, completeness, and accountability.
• Calculate and process commission payments and ensure supporting documentation is complete and accurate.
• Ensure proper setup and processing of payroll deductions, including taxes, benefits, and other withholdings; proactively identify unusual changes or variances.
• Reconcile payroll results to the general ledger and make adjustments as needed, with the ability to clearly explain variances and fluctuations to leadership.
• Prepare, upload, and post payroll journal entries to the club's accounting software.
• Issue or reissue physical checks or direct deposits due to adjustments or final pay requirements.
• Maintain compliance with federal, state, and local payroll laws and regulations; stay informed and ask clarifying questions when faced with ambiguous guidance.
• Handle all payroll and employee data with strict confidentiality and integrity.
• Serve as a point of contact for employee payroll inquiries, providing accurate, well-reasoned, and timely explanations.
• Gather documentation and complete reconciliations required for internal and external audits.
• Actively monitor trends between payroll periods and bring forward observations that may impact labor cost or financial reporting.
• Perform other related duties as assigned by the Controller or CFO.

Additional Duties

• Record completed capital assets to the fixed asset listing monthly; consult with the CFO on useful life assignments when needed, demonstrating accuracy and ownership of asset data.
• Run the monthly depreciation report in Asset Keeper and post the related journal entry in Club Essentials.
• Record monthly capitalization entries to move assets from WIP to fixed assets.
• Reconcile WIP and fixed asset accounts monthly, identifying and resolving discrepancies independently when possible.
• Prepare monthly payroll variance explanations, demonstrating the ability to understand, interpret, and communicate changes between periods in a clear and concise manner.
• Support financial leadership by answering critical questions about payroll activity, data trends, timing differences, or unusual fluctuations, using both system data and analytical reasoning.

Requirements

Required Skills/Abilities

• Demonstrated sense of ownership, accountability, and follow-through in all assigned responsibilities.
• Strong analytical skills with the ability to interpret data, identify patterns, and explain changes between periods.
• Ability to answer critical questions using data, logic, and supporting documentation.
• Excellent attention to detail paired with the ability to see the "big picture" and understand how payroll impacts financial statements.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office (especially Excel) and able to learn payroll and accounting systems quickly.
• High level of integrity and discretion when handling confidential information.
• Effective verbal and written communication skills; able to communicate explanations clearly and professionally.
• Ability to work independently and collaboratively within a team environment.
• Highly dependable, self-motivated, and able to manage multiple priorities while meeting deadlines.
• Ability to understand and follow written and verbal instructions accurately.
• Ability to work under pressure and meet deadlines.

Education and Experience

• Minimum High School diploma or GED
• Some college and hospitality experience preferred
• Two years of experience in accounting or bookkeeping with at least six months of experience in payroll preferred.

Position Type/Expected Hours of Work

• This is a full-time position of at least 40 hours per week.
• Days and hours of work are regularly Monday through Friday, from 9:00 a.m. to 5:30 p.m. with a 30-minute lunch break.

Compensation

• $24 to $28 hourly - depending on experience, job knowledge and performance

Working Conditions

• Office Setting, sedentary work

Physical Job 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 regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Prolonged periods sitting at a desk and working on a computer.

The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift or move 10-15 pounds and occasionally lift or move up to 22-25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, ability to adjust focus and independent mobility throughout the property.