Payroll Specialist

Description

 ABOUT US:

From the hacienda-style architecture to the lush gardens and scattered artwork, Estancia La Jolla is a true Southern California escape. This former ranch dates back to the late 1800s, a history the property celebrates and honors. In Estancia's 210 casually elegant rooms and suites, this AAA Four Diamond boutique hotel feels like home.

THE JOB:

 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. 

YOU:

To be successful in this position, we're looking for an amazing people connector who thrives on creating experiences and problem-solving. This role as Payroll Specialist requires skills such as patience, empathy, and a desire to provide excellent service for our guests.

OUR CULTURE:

 Be part of our award-winning team named TOP Workplace in San Diego 2022-2025 and TOP Workplace USA 2023-2025 by our Team Members. Estancia La Jolla is a part of Noble House Hotels and Resorts, offering a collection of luxury hotels and resorts in the Americas. To provide our guests with exceptional service and the most memorable experiences, we look for team members who share our core values. The people who best fit Estancia La Jolla are sharp, hardworking team players. We are looking for candidates with experience in having fun!  

The OFFER:

 In return, we offer 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, and Meals. 

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.

  
Payroll is responsible for ensuring that employees are paid accurately and on time, while also managing tax filings, benefits, and compliance with labor laws. The role is integral to the company's financial and HR operations. Here's a breakdown of a Payroll day-to-day tasks:
1. Data Collection
• 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.
2. Processing Payroll
• 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.
3. Tax and Benefit Deductions
• 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.
4. Payroll Distribution
• Distribute Pay: Should be someone independent of payroll.
• Verify Payment Accuracy: Ensure that pay is correct and distributed to the right employees
based on their employment status and hours worked.
5. Payroll Reporting
• 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.
6. Handling Employee Inquiries
• 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.
7. Year-End Reporting and Compliance
• 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.
8. Maintain Payroll Records
• 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.
9. Stay Updated on Payroll Laws and Regulations
• 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.
10. Continuous Process Improvement
• 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.

Key Skills for Success:
• Attention to Detail: Ensuring accuracy in calculations and compliance with tax laws, benefits, and deductions.
• Confidentiality: Handling sensitive employee information with discretion and care.
• Knowledge of Payroll Software: Proficiency in payroll systems (e.g., ADP, Paychex, QuickBooks) to process payroll efficiently.
• Communication: Ability to explain payroll-related matters to employees and resolve concerns effectively.
• Compliance Awareness: Understanding and keeping up-to-date with labor laws, tax regulations, and payroll best practices.

The ideal candidate will have:

Experience within a hotel/resort environment.

Estancia La Jolla Hotel & Spa is an equal opportunity employer M/F/V/D

EEO Statement

Noble House Hotels & Resorts are proud to encourage and support an environment where everyone can be a successful team member (come as they are) as their true authentic self. We are an equal opportunity workplace and employer that does not discriminate based on race, color, disability, gender/sex, sexual orientation, religion, national origin, age, veteran status, or any other protected status. We are committed to building a team (rooted in family) and a workplace where we are all able to be successful based solely on our individual qualifications, experience, abilities, and job performance.