Summary of Position: The Payroll/Accounting Specialist directly performs daily, weekly, bi-weekly, monthly, quarterly, and annual duties involving gathering, consolidating and posting transactions to the books & records of the company. The Payroll/Accounting Specialist ensures payroll is accurately and timely recorded, processed by ADP and reported to government agencies. The Payroll/Accounting Specialist supports the Accounting Manager by auditing, repo1ting and ensuring data is flowing timely and accurately in from all departments.

The position requires professional dress, consistent office hours between 9am and 5pm, honesty, confidentiality, and good interpersonal skills.

While most of this position involves oversight and supervision of financial tasks, the Payroll & Accounting Specialist is required to be capable of performing all tasks and duties being overseen, should the need arise.

Primary Tasks:

A-Payroll/HR:

• Input, update, and revise employee information as necessary in ADP Workforce Now and QuickBooks (i.e., merit increases, new hires, terminations, W-4 changes, etc.)
• Audit and process all timecard adjustment forms.
• Printout and distribute weekly and bi-weekly Time & Attendance reports for all department heads to review and authorize.
• Collect, audit, collect, input, record, and file all information needed to process payroll (i.e. authorized time sheets, benefits, and travel expense reimbursements, SE gratuities sheets and tip reports, PTO request forms, retro pay adjustments, etc.).
• Process payroll.
• Reconcile Gratuities Reimbursable (2400) and Payroll Liability accounts (2100) every payroll.
• Pass out payroll checks bi-weekly.
• Reconcile QB payroll & payroll tax accounts with ADP bi-weekly.
• Reconcile 941, SUTA/ESC reports, and Annual FUTA (940) reports with 2100 account and update Quarterly and Year-End Recap sheet bi-weekly (after every pay period).
• Prepare pay period payroll: revenue report & note significant changes (OT hours, excessive hours, job codes).
• Prepare Vanguard 401K pay period contribution report, audit it, then forward to HR to submit to Vanguard timely.
• Monitoring year end W-2 and W-3 reports from ADP and distributing W-2s.
• Audit PTO in ADP and ensure accruals are accurate. Adjust as necessary with approval from Accounting Manager.

B - Office Support:

• Perform cashier services for servers, front desk and managers.
• Maintain accounting vault and adequate change to change out with deposits.
• Collect and distribute incoming mail daily.
• Answer telephone.
• Send faxes.
• Send outgoing mail.
• Make copies.
• File.

C - Weekly/End of Month Reporting:

• Reconcile and prepare lodge owners' statements and annual 1099 forms.
• Process Manual/Comp reconciliations for CFO and owners.
• Process Owner Allocations every month (usually complete quarterly).

D - Revenue/ Cash Receipts(*As backup to Payable/Revenue Specialist):

E - Revenue/ Accounts Receivables:

• Record receivables in RoomKey-City Ledger.
• Invoice customers from RoomKey-City Ledger and mail invoices weekly.
• Post all cash received from these customers in RoomKey-City Ledger.
• Monitor AIR Aging reports and follow-up with customers if payment is not received in 30 days.
• Record SE direct bill and send A/R invoice weekly.

F - Purchases/ Accounts Payable Invoices (*As backup to Payable/Revenue Specialist):

G- Other Tasks as Assigned.

Qualifications: Detail oriented, conscious, and a propensity for exactness are required. Previous payroll and accounting experience preferred. Must be self-motivated, professional, mature, and customer friendly.