Payroll Specialist

Estancia La Jolla, A Noble House Hotel • San Diego, CA

8d

About The Position

The Payroll Specialist is responsible for processing the bi-weekly payroll and performing accounts receivable functions while supporting audit requests and special finance projects. This role includes preparing and distributing financial reports, maintaining effective communication with leadership across all departments, and assisting with various finance-related tasks as assigned by the Controller and Director of Finance.

Requirements

• Previous experience in a payroll processing role preferred
• Hotel accounting experience is strongly preferred.
• College degree or formal accounting education preferred.
• Previous experience in high customer contact environment; with previous experience answering customer questions and handling customer concerns.
• Ability to clearly and pleasantly communicate both verbally and in writing with guests, management and co-workers, both in person and by telephone.
• Ability to accurately and efficiently input information into computer systems
• Ability to work cohesively with co-workers both within and outside of your department
• Ability to compute accurate mathematical calculations
• Ability to think clearly, quickly, and make concise decisions with strong problem-solving skills
• Developed computer proficiency, particularly with Microsoft Office.
• Maintain professional appearance, offering a positive experience to all guests.
• Strong organizational skills with an attention to detail and ability to multitask in a fast-paced environment.
• Bachelor’s degree in accounting or related field
• Minimum of 2 years of experience in payroll
• Knowledge of payroll laws and regulations
• Ability to prioritize daily tasks and meet timely obligations
• Knowledge of accounting processes and advanced mathematical skills
• Proficient in Microsoft Office applications
• Personal integrity when working with personal and sensitive financial information
• Ability to work on AM, PM, weekend, and holiday shifts as required by operational needs.

Nice To Haves

• Experience within a hotel/resort environment.

Responsibilities

• Collect Timecards/Attendance Records: Ensure that employee work hours, overtime, and paid time off (PTO) records are accurately recorded.
• Review Changes to Payroll Information: Update payroll information, including new hires, terminations, promotions, pay raises, and deductions. Confirm that any changes are correctly documented and processed.
• Calculate Wages: Compute employee wages based on hours worked, salary rates, vacation, sick earnings, etc. via employee time card. Any time edits should be initiated by the employee on their time card and approved by their manager. Time edits should be restricted to payroll/finance only. Manual adjustments to an associate’s time record should only be made when accompanied by a completed and signed (manager and employee)time edit form. Such adjustments should be rare and treated as exceptions, not standard practice.
• Review/Enter expense reports. Only approved expense reports (signed by DOF/GM) should be entered into payroll for reimbursement.
• Review/Enter additional earnings (upon DOF/ADOF approval) F&B gratuities and service charges, B&C gratuity and B&C fees, spa commissions/service charges, spa fees, department incentives, bonuses, etc., by pay week.
• Verify Deductions: Ensure proper deductions for taxes, benefits (health insurance, retirement plans, etc.), garnishments, and other withholdings are accurately applied.
• Review Payroll Data: Double-check for any errors or discrepancies in pay rates, deductions, or benefits. Make sure RROP is used to calculate OT/DT, Meal Break Penalties and Sick Pay.
• Prepare Pre-Process Register. Review for accuracy. Distribute to DOF and HRD (or GM) for review/signature. Once approved, the payroll can be processed.
• Prepare final reports. Distribute Payroll Summary, Payroll Register, Check Report, and Audit Trail Report for review/signature of HRD/DOF.
• Process Tax Withholdings: Apply federal, state, and local tax withholdings based on employee tax forms (W-4, state equivalents) and ensure correct tax rates are applied.
• Manage Benefit Contributions: Ensure that employee benefits such as health insurance, retirement plan contributions, and flexible spending accounts are accurately deducted.
• Handle Garnishments: Ensure that any garnishments (child support, tax levies, etc.) are processed correctly according to legal requirements.
• Generate Payroll Reports: Prepare payroll reports for management, which can include summaries of wages, taxes, deductions, meal break penalties, overtime, and benefits.
• Tax Filings: Paylocity will file payroll taxes with federal, state, and local authorities. This includes ensuring that the company pays its tax liabilities and files the necessary reports (e.g., quarterly 941 forms in the U.S.).
• Compliance Reports: Generate reports to ensure compliance with labor laws, tax regulations, and internal policies.
• Worker’s Compensation Audit: Assist with gathering, preparing, and assisting the auditor with questions related to the annual audit.
• Assist with quarterly payroll audit preparation.
• Prepare labor reports, OT reports, Meal Break Penalty Reports, and Hotel Effectiveness Labor reports. Assist with labor meetings, including maintaining meeting minutes to distribute following the meeting.
• Respond to Payroll Questions: Address employee questions regarding their paychecks, benefit deductions, tax withholdings, and other payroll-related issues.
• Resolve Payroll Discrepancies: Investigate and resolve any payroll discrepancies, including underpayments, overpayments, or deduction errors.
• Prepare Year-End Forms: Prepare and distribute year-end tax documents such as W-2 forms for U.S. employees.
• Ensure Compliance: Ensure that all payroll processes are in compliance with relevant federal, state, and local laws. This includes ensuring that proper filings are completed on time and that records are maintained accurately.
• Record Keeping: Maintain accurate records of payroll transactions, employee earnings, benefits, deductions, and tax filings in accordance with legal retention requirements.
• Audit Support: Provide necessary payroll documentation for internal audits, external audits, or regulatory reviews.
• Keep Current on Legislation: Stay informed about changes to tax laws, employment regulations, and payroll-related compliance requirements, including minimum wage updates, tax withholding rates, and overtime rules.
• Adapt to New Technologies: Implement and stay updated with payroll software or systems to improve efficiency and accuracy.
• Optimize Payroll Procedures: Identify and implement improvements in payroll processing to streamline workflows and reduce the likelihood of errors.
• Implement Payroll Automation: If applicable, work on automating manual processes such as time tracking, benefit enrollment, or tax filings, to save time and increase accuracy.

Benefits

• competitive pay
• health insurance benefits
• Team Member and Family & Friends hotel and restaurant discounts within the Noble House Hotel & Resorts family
• Matching 401k (After 1 year)
• On-Demand Pay (Earned wage access before payday!)
• PTO
• Complementary Parking
• Meals

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees