Accounts Payable & Payroll Specialist

PRESTIGIOUS COUNTRY CLUB IN THE LOUISVILLE AREA

ACCOUNTS PAYABLE & PAYROLL SPECIALIST

Department: Administration / Accounting

Reports To: Controller

Classification: Full-Time, Non-Exempt

Location: Louisville, Kentucky

POSITION SUMMARY

The Accounts Payable & Payroll Specialist is responsible for the accurate and timely administration of the Club's accounts payable and payroll functions. This position plays an important role in the Club's financial operations by ensuring employees are paid accurately and on schedule, vendor obligations are properly processed, financial records are maintained, and appropriate internal controls are followed.

The successful candidate will be highly organized, detail-oriented, dependable, and comfortable handling confidential financial and employee information. Because this position interacts regularly with Club management, employees, vendors, and the accounting team, strong communication and customer-service skills are essential.

ESSENTIAL DUTIES & RESPONSIBILITIES

Payroll Administration

• Process payroll accurately and on schedule for Club employees.
• Review employee time records for completeness and accuracy prior to payroll processing.
• Coordinate with department managers regarding missing punches, corrections, paid time off, and other payroll adjustments.
• Process new hires, terminations, compensation changes, deductions, and other payroll-related employee updates.
• Maintain accurate payroll and employee records.
• Assist employees and managers with payroll-related questions and discrepancies.
• Process garnishments, deductions, benefit-related payroll items, and other authorized withholding adjustments.
• Assist with year-end payroll processes, including W-2 preparation and reconciliation.
• Maintain strict confidentiality regarding employee compensation and personnel information.
• Ensure payroll practices and records are maintained in accordance with applicable federal, state, and local requirements.

Accounts Payable

• Receive, review, code, and process vendor invoices for payment.
• Verify appropriate department approval and supporting documentation prior to payment.
• Match invoices with purchase orders, receiving information, statements, or other documentation when applicable.
• Prepare and process vendor payments according to established payment schedules.
• Maintain accurate vendor records and assist with new vendor setup.
• Reconcile vendor statements and research outstanding or disputed invoices.
• Respond professionally and promptly to vendor payment inquiries.
• Maintain organized electronic and/or physical accounts payable documentation.
• Assist with annual Form 1099 reporting and vendor tax documentation.
• Monitor invoices for proper coding, duplicate payments, unusual charges, and other discrepancies.

Accounting & Administrative Support

• Assist the Controller with monthly and year-end accounting procedures.
• Assist with account reconciliations and research as requested.
• Provide payroll and accounts payable documentation for audits, financial reviews, workers' compensation audits, and other reporting requirements.
• Maintain appropriate documentation and internal controls related to payroll and accounts payable.
• Assist with special projects and other accounting or administrative responsibilities as assigned.
• Work collaboratively with department managers to ensure timely submission of payroll information, invoices, approvals, and other required documentation.

QUALIFICATIONS

• Two or more years of payroll, accounts payable, bookkeeping, or related accounting experience preferred.
• Experience processing payroll in a multi-department environment strongly preferred.
• Working knowledge of basic accounting principles and accounts payable procedures.
• Strong Microsoft Excel and general computer skills.
• Experience with payroll, accounting, timekeeping, and/or club management software preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple deadlines and recurring responsibilities.
• Ability to identify discrepancies and independently research routine issues.
• Strong written and verbal communication skills.
• Ability to interact professionally with employees, department managers, vendors, and Club leadership.
• Demonstrated discretion and ability to protect confidential employee and financial information.

CORE COMPETENCIES

Accuracy & Attention to Detail Produces consistently accurate work and carefully reviews financial and payroll information.

Dependability Understands that payroll and vendor payments are deadline-driven responsibilities requiring consistent and reliable execution.

Confidentiality & Integrity Handles employee compensation, banking, vendor, and financial information with discretion and professionalism.

Organization & Time Management Effectively manages multiple recurring deadlines and competing priorities.

Problem Solving Identifies discrepancies, researches issues, and works toward timely resolution.

Communication & Service Provides responsive, professional assistance to employees, managers, vendors, and others interacting with the accounting office.

Teamwork Works collaboratively with the Controller and Club departments to support efficient financial operations.

WORKING ENVIRONMENT

This position primarily works in a professional office environment within a prestigious country club in the Louisville area. The role requires regular interaction with employees and department managers throughout a complex hospitality operation that includes food and beverage, golf, grounds, recreation, administration, and other Club services.

The position requires the ability to work effectively during high-volume periods and meet firm payroll, accounts payable, month-end, and year-end deadlines.

PERFORMANCE EXPECTATIONS

• Accurate and timely payroll processing.
• Accurate and timely payment of vendor obligations.
• Proper documentation and authorization of transactions.
• Accurate maintenance of payroll and accounts payable records.
• Timely reconciliation and resolution of discrepancies.
• Compliance with established accounting procedures and internal controls.
• Responsiveness to employees, managers, and vendors.
• Protection of confidential employee and financial information.
• Effective support of the Controller and overall accounting operation.

OTHER DUTIES

This job description is intended to describe the general nature and level of work performed by the Accounts Payable & Payroll Specialist. It is not intended to represent an exhaustive list of all responsibilities, duties, or qualifications required. Responsibilities may be modified or expanded based upon the operational needs of the organization.