Payroll Administrator

GENERAL SUMMARY

The Payroll Administrator will contribute to the overall success of the payroll team daily with an objective of ensuring that all payroll operations are completed accurately, timely and in compliance with applicable state, federal and city regulations.  The Payroll Administrator needs a complete understanding of all areas within the payroll department and enforces the Bay Club policies and procedures, as well as all relevant governmental regulations.

This position is fully remote. 

Our Culture

Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.

Our Code of Culture includes Our Mantra, Our Actions We Live By, and Pete’s Promise:

Our Mantra:

Respect The Past

Accept Responsibility

Pay it Forward

Our Actions We Live By:

Actions We Live By. It’s who we are when we step into our full power.

Keep It Real. Always. We need open and honest discussions. We need courage to speak up and to call things out that aren’t good enough. And we navigate tough conversations with empathy and grace.

Think Ahead. Be An Owner. Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it!

Stay Humble. Hustle Harder. Show up and do the hard work. Be a gritty, roll-up-your-sleeves kind of crew. Know it’s never about one person–we are a part of a powerful team.

One Team. One Voice. Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish.

Be Curious. Ask Why. Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter.

Pete’s Promise:

Service Forward

Ruthlessly Consistent

Do the Right Thing

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

• Process and prepare semi-monthly payroll for associates
• Partner with club management to resolve payroll-related issues as they arise
• Maintain and update associate payroll records, including new hires, terminations, and compensation changes
• Calculate and process deductions including taxes, benefits, garnishments, and retirement contributions
• Reconcile payroll discrepancies and respond to associate inquiries in a timely manner
• Prepare and file payroll tax reports, including W-2s and 941s
• Process manual checks as requested
• Identify and present process improvement opportunities to the Payroll Manager; implement approved changes to support best-practice operations
• Ensure compliance with federal, state, and local payroll laws and regulations
• Assist under the direction of Payroll Manager with integrating new acquisitions into the company payroll process and systems
• Monthly Financial Reporting:
  • Assist the Payroll Manager in preparing mid-month and month-end accounting reports for General Managers in advance of financial meetings
  • Collaborate with the Finance Department and Payroll Manager to prepare month-end accruals and reclassifying entries, complete general ledger reconciliations, and provide labor forecast analysis for senior management as requested
  • Support year-end audits as needed, including financial statement, 401(k), and workers' compensation audits

Communication and Relationships

• Ability to communicate effectively and professionally interact with senior management, managers, and associates to administer payroll policies/procedures and ensure requests are completed thoroughly in a timely manner.
• Promote harmonious relations among members, staff, and the community at-large.
• Communicate timely and follow up, as appropriate.
• Excellent leadership and interpersonal skills
• Ability to demonstrate and communicate proficient problem solving and analytical skills.

• Active participation in required events, required programs, required meetings and required trainings.
• Represent the club in a professional manner through image, dress, communication, and immediate follow through and response

Corporate Goals & Objectives

• Promote the company's safety goals and actively work towards ensuring a safe working environment.
• Make professional development a consistent priority.
• Ensures compliance with company policies and procedures.

• Ensures the TBCC mission and club brand is upheld in all aspects of office operations.

• Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS & KNOWLEDGE

• Business and Management Principles - Knowledge of business and management principles involved in strategic planning, resource allocation, leadership, and coordination of people and resources. Includes the ability to interpret policy and think globally with an “out of box” perspective to achieve results autonomously.
• Policies and Regulations — Knowledge of company polices, and general knowledge of applicable federal, state, and local payroll laws, government payroll regulations.
• Management of Personnel Resources — Knowledge of principles and procedures for legally identifying the best people for the job, hiring, motivating, developing, and directing people as they work.
• Problem Anticipation/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considers the relative costs and benefits of potential actions to choose the most appropriate one.
• Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.
• Oral Comprehension and Expression —Ability to understand and communicate so others can understand ideas and information.
• Computer – Advanced technical skills with ADP payroll programs, Microsoft Office Excel, Word and Adobe Acrobat. Ability to update and maintain payroll procedure documents and software required by The Bay Club Company and regulatory agencies.

EXPERIENCE

• A minimum of 3 years of payroll experience
• Experience in payroll software including ADP Enterprise, ADP GL, ADP Workforce Manager and Rapid Pay Portal preferred.
• Experience and knowledge of Accounting Software applications
• Experience with all aspects of payroll deductions and reporting as it relates to employee benefits, taxes, garnishments, and other deductions.
• Advanced knowledge of Microsoft Office (Word and Excel)

 EDUCATION – Bachelor’s degree in Accounting, Business Administration, or Finance (not required but preferred)

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position deals with internal and external personnel such as senior management, associates, and payroll related vendors on a regular basis with contact in various forms such as in person, phone, and email.   
• The location of the position is indoors, and extreme environmental conditions do not exist.   
• It is sometimes necessary to deal with unpleasant or angry people with the need to problem solve difficult situations.
• It is necessary to adapt to a fast-paced environment.
• Sitting and standing is as needed. 
• Requires occasional physical exertion such as bending, twisting, sitting, stooping, and use of hands and fingers.
• It is sometimes necessary for the position to travel independently to property locations, though not on a regular basis.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position.

An Equal Opportunity Employer 

The Bay Club Company (“TBCC”) provides equal employment opportunities without regard to race (and all traits historically associated with race, including but not limited to, hair texture and protective hairstyles), color, religion, creed (including, but not limited to, religious dress and grooming practices), sex (including pregnancy, childbirth or related medical conditions, and breastfeeding, and other related medical conditions), sexual orientation and identity, gender, gender identity, gender expression, actual or perceived national origin/ancestry, accent or ability to speak English, age, disability, marital/familial status, source of income, veteran status, citizenship status, political activities or affiliations, medical condition, genetic information, persons with AIDS or AIDS-related condition, or persons who are victims of domestic violence.