Payroll Manager

Army Navy Country Club 

Army Navy Country Club is a prestigious private, member-owned institution with a history dating back to 1924. Spanning 488 acres across two campuses in Arlington and Fairfax, Virginia, the Club employs 400–650 team members, with payroll processed on a biweekly basis.

The Payroll Manager ensures accurate and compliant payroll processing, including tax filings, deductions, and direct deposits. Working closely with HR, they maintain employee records and address payroll-related inquiries. Their attention to detail and commitment to accuracy support a seamless payroll experience for all staff.

JOB SUMMARY

Responsible for the preparation and distribution of the bi-weekly payroll, administration of payroll advances, resolution of uncashed paychecks, and processing of all garnishments. Assists HR with workers’ compensation issues. Processes AR payments to members’ accounts. Ensures accurate assignment and tracking of time off policies. Assists the Chief Financial Officer and Controller with any additional duties, including benefits census reporting and year-end reporting.

WORK PERFORMED

PAYROLL

• Prepare bi-weekly payroll for 400-650 employees, including timeclocks, salaries, lessons, bonuses, commissions, benefits, garnishments, taxes, and other deductions such as payroll advances.
• Ensure accurate and timely processing of payroll updates, including new hires, terminations, and changes to pay rates.
• Ensure compliance with federal, state, and local payroll, wage, and hour laws.
• Prepare pay period reports for review and labor reports as required.
• Enroll 401(k) participants into Empower via website.
• Process remittances for Flex withholding.
• Assist with monthly benefit billing.
• Distribute W-2s and 1095s from ADP.
• Facilitate audits by providing records and documentation to auditors.
• Verify employees’ federal and state tax assignments.
• Complete and submit census reporting for benefits, including 401(k) and health insurance.
• Assist with year-end reporting, ensuring compliance with all tax and regulatory requirements, including ACA reporting.

TIME OFF POLICIES

• Assign, track, and maintain employee time off policies, including PTO, vacation, and sick leave balances in ADP.
• Ensure written policies are accurately programmed into ADP and applied correctly to employee records.
• Inform Assistant General Managers and Supervisors of available time off balances for their teams.
• Assist employees and management with questions related to time off accruals and usage.

PERSONNEL

• Maintain accurate records related to payroll, benefits and reporting.
• Act as a resource for employees, Assistant General Managers, and Supervisors regarding payroll and 401(k) questions.
• Assist as an administrator of the 401(k) plan.

CHECK PREPARATION

• Prepare all approved payroll advances.
• Process reimbursement for Truist Bank payroll advance account monthly.
• Prepare check requests for accounts payable for stale-dated payroll checks as per ADP notification after verification with employees.

BUDGET

• Maintain payroll budget sheets.
• Assist in preparing the annual payroll and benefits budget.
• Provide general support during the annual budget process.

PAYROLL RECORDS MANAGEMENT

• Ensure all bi-weekly payroll records are filed and maintained.
• Securely store all authorized payroll increases.

YEAR-END & REGULATORY REPORTING

• Prepare year-end payroll reporting, including W-2s, 1095s, and other required tax documents.
• Ensure timely and accurate reporting for ACA compliance.
• Assist with benefit census reporting and audits as needed.

ADDITIONAL DUTIES

• Take monthly administrative storeroom inventory and order supplies accordingly.
• Process and post members’ payments to their respective membership accounts in Jonas.
• Assist the Controller with the preparation of the annual Employee Appreciation Fund distribution.

REPORTS TO

Chief Business Officer and Chief Financial Officer
Works closely with Human Resources

REQUIRED SKILLS/ABILITIES

• Extensive knowledge of payroll functions, including preparation, balancing, internal control, and payroll taxes.
• Excellent organizational skills and attention to detail.
• Strong analytical and critical thinking skills.
• Proficiency in Microsoft Office Suite.
• Proficiency in ADP software.

EDUCATION AND EXPERIENCE

• Associate degree in Accounting (minimum).
• Two years of payroll experience required.
• Two years of Human Resource experience preferred.
• American Payroll Association (APA) membership preferred.
• Bilingual (Spanish) is a plus.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Must be able to reach, bend, stoop, stand, and lift 15 pounds at times.
• Must be able to sit for prolonged periods.
• Must be able to use a computer and work in a moderate-noise environment.
• Independent mobility is required.

This job is a civilian position and does not require military service (including commission and enlistment).

Army Navy Country Club is an EEO