Job Description

Job Description

Job Description

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, reporting 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:

1. 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.)
2. Audit and process all timecard adjustment forms.
3. Printout and distribute weekly and bi-weekly Time & Attendance reports for all department heads to review and authorize.
4. Collect, audit, input, record, and file all information needed to process payroll (i.e. authorized time sheets, benefits, and travel expense reimbursements, Special Events gratuities sheets and tip reports, PTO request forms, retro pay adjustments, etc.).
5. Process payroll.
6. Reconcile Gratuities Reimbursable (2400) and Payroll Liability accounts (2100) every payroll.
7. Pass out payroll checks bi-weekly.
8. Reconcile QB payroll & payroll tax accounts with ADP bi-weekly.
9. 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).
10. Prepare Pay Period Payroll: Revenue report & note significant changes (OT hours, excessive hours, job codes).
11. Prepare Vanguard 401K pay period contribution report, audit it, then forward to HR to submit to Vanguard timely.
12. Monitor year end W-2 and W-3 reports from ADP and distribute W-2s.
13. Audit PTO in ADP and ensure accruals are accurate. Adjust as necessary with approval from Accounting Manager.

B - Office Support:

1. Perform cashier services for servers, front desk and managers.
2. Maintain accounting vault and adequate change to change out with deposits.
3. Collect and distribute incoming mail daily.
4. Answer telephone.
5. Send faxes.
6. Send outgoing mail.
7. Make copies.
8. File.

C - Weekly/End of Month Reporting:

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

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

1. *Record and reconcile all gift certificates, new and redeemed.
2. *Collect money from vending machines and post it to the ledger.
3. *Collect, count and audit all daily shift deposits for all departments.
4. *Follow up on missing deposits and missing paperwork.
5. *Prepare daily deposit for bank.
6. *Post daily revenue I deposits to general ledger.
7. Research bank or CC Company requests for Credit Card charge backs, answer customer inquiries and respond to bank or CC Company.
8. *Audit and post marketing specials such as Getaway Vouchers.
9. *Monitor and record sales tax exempt transactions and supporting documents.

E - Revenue/ Accounts Receivables:

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

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

1. Order supplies for all departments based on emails received for backup. Spending limit is $250 and then Accounting Manager approval is required.
2. Coordinate with maintenance/dept head for logistics if the order comes via Kachemak Freight Solutions.
3. *Enter Payables into the system (Beanworks or directly into QuickBooks).
4. *Review & reconcile monthly vendor statements for accuracy prior to posting.
5. *File open unpaid invoices in file cabinet.
6. *Pull invoices from unpaid invoice file and match to check stubs when paid.
7. *If vendor is eligible for 1099, get W-9 from vendor and input data into vendor master file.
8. *Get Certificate of insurance-Liability & Worker's Comp. from all vendors doing repair work at Land's End or Homeport.

G- Other Tasks as Assigned.

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

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