Payroll Assistant

Our Mission:  To fulfill our PROMISE to our employees, members and guests in order to create a reimagined Country Club life.

Passionate – We love what we do and have fun doing it!

Refined – We strive for excellence in our communication.

Ownership – We are proactive and accountable in any task, challenge or opportunity presented to us.

Mindful – We are present, patient, and aware so that we can best anticipate the needs of those around us.

Innovative – We are eager and open to seek ways to improve Country Club life.

Safe – We take responsibility for creating a safe environment.

Empathy – Every concern, suggestion, or feedback is a welcomed opportunity to understand the feelings and needs of others.

OVERVIEW: Boca West Country Club, recognized for its excellence and luxury, is seeking an experienced and detail-oriented Payroll Assistant. The Payroll Assistant is responsible for supporting the accurate and timely processing of weekly and bi-weekly payroll while maintaining employee timekeeping and payroll records. This position works closely with Finance, Human Resources, managers, supervisors, and department heads to review timecards, resolve discrepancies, process payroll adjustments, and ensure employees are paid accurately and on time.

The Payroll Assistant also supports payroll-related accounting functions, including reconciliations, journal entries, retirement contributions, deductions, and payroll reporting. The position serves as a resource for employees and managers by providing assistance with payroll, timekeeping, paid time off, and UKG-related questions.

Experience within hospitality, private clubs, country clubs, hotels, or resorts is highly preferred.

ESSENTIAL DUTIES & RESPONSABILITIES

Timekeeping & Employee Maintenance

• Add pay calculations, skills, and timesheet profiles for new employees.
• Verify that managers and cost centers have been correctly assigned to employees.
• Add and maintain employee schedules and verify that schedules are current for all departments.
• Review weekly and bi-weekly timesheets for missing punches, discrepancies, and other exceptions.
• Follow up with managers, supervisors, and department heads regarding unusual or questionable timecard activity.
• Review timecard edits after payroll has been initiated to ensure all changes are accurate and properly documented.
• Process approved vacation carryover and make approved adjustments to employee vacation accrual profiles.
• Review lunch waiver documentation for employees who are approved to waive meal periods.
• Maintain accurate documentation and notes regarding unusual payroll activity, retroactive pay, discrepancies, and other adjustments.

Payroll Processing

• Assist with the processing of weekly payroll for tipped employees.
• Assist with the processing of bi-weekly payroll, including reviewing and validating employee time and compensation information.
• Ensure employees are appropriately compensated for approved sick time, vacation time, and other applicable paid time.
• Enter approved payroll adjustments and pending items, including cash advances, retroactive pay, additional gratuities, holiday pay, reimbursements, and other earnings or deductions.
• Import employee tips into UKG.
• Import commissions for Fitness employees into UKG and verify that commissioned employees are accurately compensated for services performed.
• Process applicable adjustments for Personal Trainer hours.
• Enter Golf and Racquets lessons into employee timecards, including applicable additional pay and counter-tab information.
• Verify salary non-exempt employee calculations in UKG.
• Review and verify overtime calculations for employees working overtime and/or multiple pay rates.
• Reconcile housing, security, and other employee deductions with Human Resources prior to finalizing payroll.
• Ensure payroll is submitted by the established Tuesday 3:00 p.m. deadline.
• Prepare and distribute payroll checks and send applicable checks to the bank.
• Separate, stuff, seal, and prepare payroll checks for distribution.

Payroll Benefits, Retirement & Accounting Support

• Prepare and submit 401(k) contributions to Vanguard.
• Prepare and submit 457(b) contributions to TruStage.
• Prepare journal entries related to payroll activity, including 401(k), 457(b), Golf and Racquets lessons, Food & Beverage gratuities, and other applicable payroll accounts.
• Prepare journal entries to upload payroll information from UKG into Cobalt.
• Reconcile and balance payroll-related accounts on a monthly basis.
• Assist with identifying and resolving payroll discrepancies prior to finalization.

Employee Support & Customer Service

• Respond to employee questions and concerns regarding available paid time off, payroll discrepancies, timekeeping issues, UKG functionality, and other payroll-related matters.
• Provide timely and professional assistance to employees, managers, and department leadership regarding payroll and timekeeping processes.
• Escalate complex or unresolved payroll and timekeeping issues to the appropriate Human Resources or Payroll leadership.

Systems & Tools

• UKG
• Cobalt
• Microsoft Office and other applicable payroll, accounting, and administrative systems

Key Competencies

• Strong attention to detail and accuracy.
• Ability to maintain confidentiality when handling sensitive payroll and employee information.
• Strong organizational and time-management skills.
• Ability to meet strict payroll deadlines.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to work collaboratively with Human Resources, managers, supervisors, and employees across multiple departments.
• Ability to identify discrepancies and follow through to resolution.
• Ability to manage multiple priorities in a deadline-driven environment.
• Professional and customer-service-oriented approach when assisting employees with payroll-related questions.

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

• Sedentary work involving prolonged periods at a desk and computer.
• Ability to lift or carry light office supplies or documents as needed.
• Occasional movement around the office or club premises during meetings or system troubleshooting.

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Primarily office-based within a luxury private club environment.
• Collaborative setting requiring professionalism, discretion, and attention to detail.
• Fast-paced environment with tight deadlines during month-end and year-end closing periods.
• Occasional need to support other accounting functions or assist during peak operational periods.