Accounting and Payroll Manager

Description

Position: Full-Time

Compensation: $26.00 – $32.00 per hour, based on experience and qualifications

Department: Administration & Accounting

Reports To: Controller

Position Overview

Transit Valley Country Club is seeking a highly organized, detail-oriented, and dependable Accounting & Payroll Manager to oversee the Club's day-to-day accounting functions, including accounts payable, accounts receivable, payroll processing, employee onboarding, and member billing.

This position plays a critical role in maintaining accurate financial records, ensuring timely payments and payroll processing, and supporting the overall financial operations of the Club. The ideal candidate will possess strong accounting and organizational skills, demonstrate a high level of confidentiality and professionalism, and be comfortable managing multiple responsibilities in a fast-paced private club environment.

The Accounting & Payroll Manager will work closely with the General Manager/COO, Controller, department heads, and administrative team to ensure financial accuracy, operational efficiency, and compliance with established Club policies and procedures.

Requirements

Key Responsibilities

Accounts Payable (AP)

• Manage the full accounts payable process, including receiving, reviewing, coding, and entering vendor invoices.
• Verify invoices for accuracy, proper approvals, and appropriate expense allocations.
• Prepare and process weekly check runs, including printing checks, obtaining necessary approvals and signatures, and distributing payments.
• Establish and maintain vendor accounts, including collecting required documentation and maintaining accurate vendor information.
• Reconcile vendor statements, research discrepancies, and resolve outstanding balances.
• Maintain organized electronic and physical filing systems for invoices, receipts, payment records, and vendor documentation.
• Monitor payment schedules to ensure invoices are processed accurately and paid in a timely manner.
• Communicate with vendors and department heads regarding invoices, billing questions, and payment status.
• Assist with year-end vendor reporting, including preparation of required 1099 documentation.
• Monthly reconciliation of bank credit card transactions.
• Clearing of automatic vendor payments.
• Monthly verification of A/P and A/R transactions on the operating bank statement.

Accounts Receivable (AR) & Member Billing

• Oversee daily accounts receivable activities, ensuring accurate and timely recording of payments and charges.
• Receive, record, and prepare deposits for member payments, event payments, and other Club revenue.
• Process member account adjustments, credits, refunds, and billing corrections as authorized.
• Prepare and process event and banquet billing, ensuring charges align with contracts, event orders, and approved pricing.
• Coordinate billing for Club programs, activities, golf events, and other member services.
• Assist in preparing and reviewing monthly member statements to ensure accuracy and timely distribution.
• Research and resolve member billing discrepancies in a professional and timely manner.
• Monitor outstanding balances and assist with collection efforts in accordance with Club policies.
• Maintain accurate member account records and support documentation.
• Work closely with the Membership, Golf, Food & Beverage, and Events departments to ensure all charges are properly recorded and billed.

Payroll Processing & Employee Onboarding

• Manage and process weekly payroll for all Club employees, ensuring accuracy and timely completion.
• Review employee timecards, hours worked, overtime, and payroll adjustments prior to processing.
• Verify and reconcile employee tips, gratuities, and service charge distributions in coordination with department managers.
• Communicate with department heads to resolve missing punches, timecard discrepancies, and payroll questions.
• Coordinate the onboarding of new employees, including collecting and processing required employment and payroll documentation.
• Establish new employee profiles within payroll and timekeeping systems, ensuring accurate compensation, deductions, and employment information.
• Maintain accurate employee payroll records, including pay rate changes, direct deposit information, and required documentation.
• Process employee separations and final payroll in accordance with applicable requirements.
• Assist with payroll-related reporting, recordkeeping, and compliance with federal and New York State regulations.
• Maintain strict confidentiality of employee compensation, personal information, and payroll records.
• Respond to employee payroll inquiries and assist with resolving discrepancies.

Financial Administration & Reporting

• Assist the General Manager/COO and Controller with maintaining accurate financial records and supporting monthly accounting processes.
• Review financial transactions for accuracy and ensure proper documentation is maintained.
• Assist with monthly reconciliations, account reviews, and financial reporting as needed.
• Support the preparation of monthly financial statements, departmental reports, and budget comparisons.
• Maintain organized accounting records in accordance with Club procedures and applicable retention requirements.
• Assist with year-end accounting activities, audits, and financial reviews.
• Identify opportunities to improve accounting processes, strengthen internal controls, and increase operational efficiency.
• Coordinate with outside accountants, payroll providers, and other financial service partners as needed.

Administrative & Departmental Support

• Serve as a resource for department managers regarding invoices, payroll, billing, and accounting procedures.
• Maintain effective communication with the General Manager/COO, Controller and administrative team regarding outstanding financial matters.
• Assist in developing and maintaining consistent accounting procedures across Club departments.
• Provide administrative support for financial projects and other operational needs as assigned.
• Perform additional accounting and administrative duties as necessary to support the overall success of the Club.

Qualifications & Experience

Required Qualifications:

• Previous experience in accounting, bookkeeping, payroll processing, or a related financial administration role.
• Working knowledge of accounts payable, accounts receivable, and payroll procedures.
• Strong proficiency in Microsoft Excel, Word, and general office software.
• Experience using accounting, payroll, and timekeeping systems.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet established deadlines.
• Strong communication, problem-solving, and interpersonal skills.
• Ability to work independently while collaborating effectively with department managers and administrative staff.
• Demonstrated ability to handle sensitive financial and employee information with discretion and confidentiality.

Preferred Qualifications:

• Associate or bachelor’s degree in accounting, Finance, Business Administration, or a related field.
• Three or more years of experience in accounting, payroll, or financial administration.
• Experience in a private country club, hospitality, restaurant, or similar service-oriented environment.
• Familiarity with New York State payroll requirements, tip reporting, and hospitality payroll practices.
• Experience with member billing systems and point-of-sale accounting integration.
• Previous experience managing weekly payroll for a seasonal workforce.

Work Schedule & Availability

• Full-time, year-round position.
• Primarily Monday through Friday, with scheduling based on the operational needs of the Club.
• Flexibility may be required during payroll processing, month-end closing, year-end reporting, and other critical accounting periods.
• Must be dependable and able to consistently meet payroll, billing, and financial reporting deadlines.

Compensation & Benefits

Hourly Compensation: $26.00 – $32.00 per hour, commensurate with experience and qualifications.

Benefits Include:

• Paid Vacation
• Health Insurance Coverage – Club contributes 75% toward health insurance premiums
• Dental and Vision Insurance Available
• 401(k) Retirement Plan Eligibility After One Year of Employment
• New York State Paid Sick Leave and Other Applicable Leave Benefits
• Professional and Supportive Work Environment

About Transit Valley Country Club

Transit Valley Country Club is a premier private country club located in East Amherst, New York, dedicated to providing exceptional golf, dining, recreational, and social experiences for its members and guests.

Our team is committed to maintaining high standards of service, professionalism, teamwork, and operational excellence. We are seeking an individual who takes pride in their work, values accuracy and accountability, and is excited to contribute to the continued success of our Club.

Transit Valley Country Club is an Equal Opportunity Employer.