Staff Accountant - Accounts Payable

Staff Accountant – Accounts Payable

Reports To: Controller / Assistant General Manager – Finance
Department: Accounting
Status: Full-Time, Non-Exempt

Position Summary

The Staff Accountant – Accounts Payable is responsible for managing the accounts payable process and supporting the accounting department with general ledger and month-end close activities. This position ensures timely and accurate processing of invoices, maintains strong internal controls, and assists with financial reporting and reconciliations. The role works closely with department managers, vendors, and administrative staff to support the financial operations of the Club.

Essential Duties and Responsibilities

Accounts Payable

• Process vendor invoices and expense reimbursements in accordance with established approval procedures
• Review invoices for accuracy, appropriate documentation, and correct general ledger coding
• Manage weekly check runs, ACH payments, and vendor payment schedules
• Maintain vendor files and ensure required documentation is collected (W-9s, insurance certificates, etc.)
• Monitor vendor statements and resolve discrepancies or outstanding balances
• Communicate with vendors and internal departments regarding invoice questions and payment status
• Prepare and maintain accounts payable aging reports

Accounting and Financial Support

• Assist with month-end and year-end closing processes
• Prepare journal entries related to expenses, accruals, and prepaid items
• Reconcile general ledger accounts including AP clearing accounts and expense accounts
• Track fixed asset purchases, maintain the fixed asset schedule, and record monthly depreciation
• Assist with fixed asset additions, disposals, and capital project tracking
• Reconcile the credit card clearing account and investigate discrepancies
• Process and track reciprocal club
• Prepare and process annual 1099 filings for vendors

Vendor and Contract Administration

• Maintain a centralized log of vendor contracts and monitor renewal dates to ensure timely review and approval prior to expiration
• Maintain vendor records and ensure compliance with required documentation such as W-9 forms

Administrative and Operational Support

• Handle incoming and outgoing accounting mail, including vendor payments and financial correspondence
• Provide front desk coverage when needed to support club operations
• Maintain organized digital and physical accounting files
• Assist the Controller with special projects, financial analysis, and other accounting tasks as needed
• Provide general administrative and accounting support as requested by the Controller

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field preferred
• 2–4 years of accounting or accounts payable experience
• Strong understanding of general ledger accounting principles
• Experience with accounting software and Microsoft Excel
• Excellent organizational and time management skills
• Strong attention to detail and ability to manage multiple deadlines
• Professional communication skills for vendor and internal interactions

Preferred Experience

• Experience in hospitality, private clubs, or service-based organizations
• Familiarity with club management or POS systems (e.g., ClubEssentials)
• Experience with automated AP systems and electronic invoice processing

The Club is an Equal Opportunity Employer. We participate in the federal E-Verify program to confirm the identity and employment eligibility of all newly hired employees.

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person