JOB OVERVIEW:

Adhere to hotel specifications and standards in entering payroll data into the computer, auditing payroll data and maintaining files and records to produce accurate payroll period reports.

REPORTS TO:           Controller.

SUPERVISES:           Payroll Clerks.

WORK ENVIRONMENT:

Accounting offices.

Job involves working:

• under variable noise levels.

KEY RELATIONSHIPS:

Internal:                      Accounting, Department Managers/Assistants, Human Resources and Hotel staff.

External:                    Hotel guests/visitors, Corporate staff and other Peabody Hotels’ staff.

QUALIFICATIONS

Essential:

1. High school graduate.
2. Fluency in job-related English, both verbal and written.
3. Provide legible communication and directions.
4. Compute basic mathematical calculations (add, subtract, multiply and divide numbers).
5. Detail oriented.
6. Maintain confidentiality of pertinent hotel data.
7. Satisfactorily communicate with guests, management and co-workers in a courteous, empathetic and discreet manner.
8. Maintain regular and punctual attendance.
9. Adhere to Peabody grooming standards.
10. Exemplify Peabody Service Excellence®.

Desirable:

1. College degree, Accounting major.
2. 2 years accounting experience.
3. Certification of previous training in computers.
4. Experience with computers, calculators or word processors.
5. Fluency in a second language, preferably Spanish.
6. Ability to:

• input and access information into the computer.
• maintain concentration and think clearly.
• focus on details and resolve numerical problems.
• prioritize, organize and follow up.
• maintain confidentiality of pertinent hotel data.
• promote positive relations with hotel staff.
• provide clear and pleasant telephone communication.
• perform job functions with minimal supervision.
• work cohesively with other departments and co-workers as part of a team.

1. Prior training in guest relations.

PHYSICAL ABILITIES

Essential:

1. Exert physical effort in transporting/lifting up to 25
2. Endure various physical movements throughout the work areas.
3. Remain in stationary position for extended periods throughout work shift.

ESSENTIAL JOB FUNCTIONS

1. Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
2. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
3. Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
4. Maintain positive guest relations at all times.
5. Resolve guest complaints, ensuring guest satisfaction.
6. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
7. Maintain complete knowledge of computer system and manual procedures.
8. Set up and organize workstation with designated supplies, forms and resource materials; maintain cleanliness at all times. Report shortages to supervisor.
9. Answer telephone according to Peabody Service Excellence® practices.
10. Be familiar with all hotel services/facilities to respond to guest inquiries accurately. Promote positive guest relations.
11. Handle guest complaints following the six step procedures and ensuring guest satisfaction.
12. Courteously handle disputed charges by guests.
13. Handle employee inquiries regarding paychecks.
14. Enter new employee records in payroll system from information received from Human Resources and create a pay period ending file.
15. Print employee timesheets; deliver to designated mailboxes.
16. Review time sheets or audit trail received from each department for authorized signature of department manager, figures and totals. File sheets and cards.
17. Follow up with department managers for proper documentation for edits reviewed in Audit Trail reports.
18. Review overtime charges and ensure proper authorization forms are complete; resolve discrepancies with respective manager.
19. Reconcile daily time sheets according to procedures to determine actual hours worked, differential rates and hours to be charged to another department; resolve discrepancies with respective manager.
20. Review amount of tips claimed by tipped employees and input into payroll program at end of each pay period.
21. Reconcile tip distribution reports. Input the amount with corresponding code into each employee's record. Stamp worksheet posted and file.
22. Input time sheet corrections into payroll system.
23. Review all AA’s for complete information and ensure accuracy of figures; resolve discrepancies with Human Resources. Input information using appropriate codes with total hours to be paid.
24. Maintain accurate record of all issued checks and ensure security of all unused checks.
25. Distribute paychecks with signature lists. Ensure security of all checks.
26. Complete verification of employment forms received from Human Resources.
27. Process rate changes and transfers and file within one week of receipt.

Process paycheck adjustments after reconciling discrepancy and post adjustment in payroll system using designated code.  Generate new check.

Process terminated employees from payroll system after printing employee's final check with specified.  File AA as designated.

1. Create check request for garnishment and other vendors and distribute to Accounts Payable.

Print, make copies and distribute all payroll reports as directed:

• Payroll Register.
• Labor Distribution to Date Earnings.
• Labor Distribution - Current Earnings.
• Deductions/Other Earnings.
• Control Sheet.
• Hours Register.
• Tax Summary.
• Hours Not Taken.
• Garnishment/Child Support/Levy.
• 401 K Plan.
• United Way Contributions.
• Benefit Arrears.
• United States Savings Bond.
• Base rates.
• Vacation/Personal day accruals.

Maintain confidentiality of all information regarding payroll records.

Responsible for the higher level management responsibilities of documenting and reconciling critical payroll related information in the form of monthly account analysis, and taking independent action to correct any errors relative to the following:

• Accrued payroll.
• Accrued vacation pay.
• Accrued sick pay.
• Banquet service charges.
• Bellmen gratuities.
• Room Service gratuities.
• Voluntary AD&D deductions.
• Credit Union Deductions.
• Garnishment/Bankruptcy deductions.
• Child support deductions/United Way.

Responsible for taking individual action to respond to all external payroll related requests all from governmental agencies relative to Child Support and for answering interrogatories relative to garnishments.

Act as the official company agent in accepting and processing all garnishments when the hotel has been adjudicated the garnishee.

Has the overall latitude and discretion on the use of daily productive time to accomplish any payroll related issues.

Act as the key authority in representing the accounting department in payroll related issues and concerns in all departmental meetings.

Has specific proactive training responsibilities pertaining to the communications of all payroll related issues within the new hire employee orientation training process.

Must be highly personal computer proficient and be able to utilize Lotus 123 and MS Windows software.

Must be able to design specific on-demand labor reports or P/C worksheets required by operations managers in order to explain and document key payroll cost issues.

Be responsible for utilizing discretionary time to train and supervise the payroll clerk’s position on the following duties and responsibilities:

• Daily capture of all time/attendance time clock information through the ADP labor reporting system.
• Daily and weekly correction of department time logs from all reporting departments and managers.
• Calculation of training hours.
• Calculation of the waiters’ tip pool rate and administration and payment of all tip pool monies.
• Processing of all payroll adjustments for any errors, or omission in employee pay.
• Daily polling and collection of all time punches via personal computer access.
• Generation of all required daily, weekly and biweekly labor reports and productivity reports.
• Daily processing of all new hire information and employee termination information.
• Daily processing of all system validated time clock information in order to allow newly hired personnel time clock access via approved time cards.
• Provide all necessary technical training as same relates to IRS regulations and company payroll policies.
• Provide direct hands-on training as same relates to the company’s very visible Service Excellence® employee training program.

SECONDARY JOB FUNCTIONS

1. Assist with other Accounting job functions as assigned.
2. Legibly document maintenance needs on work orders and submit to manager.
3. Assist the Benefits Manager in the reconcilement of Health Benefit Arrears and payments

applied.