Payroll Specialist & HR Admin, Four Sisters Inns (Administrative)

Summary of PositionThe Payroll & Administrative Support Specialist position coordinates and accurately processes payroll for twenty-two locations for approximately 300 employees. Responsibilities include compliance with federal and CA wage and hour and general employment regulations, as well as recordkeeping and reporting. This position is also responsible for benefits administration, benefit summaries, and tracking of benefit eligibility, as well as PTO and sick accruals. In addition, this position assists in FSI's corporate operations, ensuring that overall office administration is smooth, efficient, and orderly and that a professional and polished image is consistently maintained. Responds to and prioritizes administrative support requests and needs of senior management and hotel managers.
ABOUT FOUR SISTERS INNS:
Four Sisters Inns is a collection of 17 boutique inns and small hotels located in California's most desirable destinations. Each is one-of-a-kind, offering guests an authentic and personalized experience, beautiful accommodations, and exceptional service. Over the past 40 years, Four Sisters Inns has developed a loyal following. We remain committed to fostering a culture that values our employees, guests, and investors.
CORE VALUES:
At Four Sisters Inns, we hire team members who embody our five core values:

Grace. At Four Sisters Inns, grace is about being professional, patient, and having true generosity of spirit when it comes to all people in all situations.
Grit. Grit is our passion and resilience; our desire and drive to not be defeated nor take things personally.
Attentive. It's all about the little details in our business; they matter. We deliver on those details with genuine care. Our heart is truly in it.
Adaptable. We stay adaptable so our guests can stay relaxed. We're always ready for the unexpected. Remaining open, flexible, and able to pivot and switch gears at a moment's notice is essential.
Above and Beyond. We take everything just one step further than the expected for our guests, fellow team members, and supervisors. We seek out small moments to make a big impression.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:
PAYROLL & HUMAN RESOURCES SUPPORT (80%)

Processes payroll via OnePoint, an HR SaaS, every other week, applying varying rules and methods by location for approximately 300 employees.
Audits and reconciles associated data, reports, and journals payroll into the accounting system.
Facilitates preparation of manual checks, following established verification and approval procedures.
Enters garnishments and other employee-specific payroll information as needed to ensure accurate paychecks.
Produces and processes required and as-requested payroll reports.
Tracks and maintains PTO and sick leave benefits.
Assists with recruiting, including vetting, reference checks, and scheduling interviews
Supports HR Generalist with periodically onboarding with new hires, electronically
Verifies completeness and accuracy of all new-hire documentation and processes same in accordance with established procedures - including distribution and confirmation of receipt of FSI's Employee Handbook.
Confirms I-9 documentation is complete by both employee and manager and accurate with identification documents submitted.
Establishes and maintains physical and electronic employment records and reports, including current and past personnel files, new employee and record changes, and legal reports and records as assigned.
Prepares, recommends, and maintains records and procedures for controlling personnel transactions and reporting personnel data. Gathers and collates necessary data for submission of required reports, as assigned.
Ensures all operations' bulletin boards are updated with currently required employment posters.
Administers employee name tag program in a timely manner to ensure all FSI staff are provided with accurate name tags.
Ensures all required paperwork is initiated and completed for exiting employees and that electronic and physical files are transitioned from active to inactive.
Responds to all requests/correspondence for employee information from the various governmental or public agencies.
Administers employee health insurance and 401k benefit programs, including monitoring eligibility as required by ACA and company policy, sending coverage offers to employees, enrolling employees in benefit plans, and reconciling deductions to invoices/reports.
Prepares and distributes end-of-year W2's and 1095C's to employees.
Reconciles payroll trust bank account monthly and distributes payroll fees to hotels.
Prepares and submits required federal and state reports, including OSHA, EEOC, and Multiple Worksite reports.

ADMINISTRATIVE SUPPORT (20%)

Serves as lead on phone systems by pleasantly answering the phone, taking messages, and professionally greeting visitors, clients and others doing business with FSI, facilitating contacts to the correct FSI staff member or hotel.
Informs senior management immediately of any potential problems with customers, Inn staff or business affiliates for proper handling.
Performs data and word processing and maintains an efficient database for all computer information.
Coordinates the maintenance of office equipment such as copiers, phones, faxes, postage meters, etc.
Maintains the general appearance/neatness of the office and kitchen.
Performs errands, including, but not limited to, courier and post office support and purchasing kitchen or office supplies as needed or requested.
Ensures appropriate levels of office supplies by tracking needed/requested supplies.
Ensures that closing procedures are followed to properly shut down computers, secure the building, and drop outgoing mail at the mailbox as needed.
Maintains mailing label templates for Inns/Owners.
Verifies and processes Frequent Sleeper Loyalty Program submissions cards in accordance with program guidelines.timelines and recordkeeping procedures.
Takes donation requests and processes certificates Handles all donation requests once reviewed and approved by senior management.
Processes gift certificate orders received over the phone and via the web.
Processes verified and approved Comp Night Certificates.
Monitor and respond to general emails received in the Company Email account.

GENERAL

Maintains strict confidentiality of payroll, employee, customer and business operations information.
Maintains excellent communication with all team members at all times.
Promotes Four Sisters Inns. Represents the Company when they interact with local businesses and associations, and thus exhibits a high degree of professionalism.
Develops knowledge of other Four Sisters Inns and is familiar with the staff, services, hours of operation and works within the five core values of Four Sisters Inns.
Any other duties as assigned.

QUALIFICATION REQUIREMENTS:
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Must have reliable transportation

EDUCATION and/or EXPERIENCE:

Bachelor's degree (B.A.), preferably in Human Resources, Business Management or Accounting, from a four-year college or university; or three plus years' related experience and/or training in payroll, administration, human resources, employment regulations, accounting and office support, or equivalent combination of education and experience. Strong MS Office Suite including MS Word, Excel, PowerPoint, and Google products. This may be waived in certain rare circumstances.
Strong customer service and/or previous hotel/motel experience helpful.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from management and other employees of the organization, purveyors, guests, customers, and the general public.

MATHEMATICAL SKILLS:

Ability to work with general mathematical concepts.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Good knowledge of Excel and Google Sheets.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to analyze a situation and respond with good judgment.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to apply common sense to various issues that arise on a regular basis.

OTHER SKILLS AND ABILITIES:

Must be highly detail-oriented and possess exceptional interpersonal and communication skills.
Common sense approach and problem-solving.
Shared core values with Four

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employees are regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear.
The employee frequently is required to stand, walk, sit and reach with hands and arms.
The employee is regularly required to sit and stand; climb up and downstairs and balance, and stoop, kneel, crouch, crawl or use step stools or ladders.
The employee must be able to lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, and the ability to read a computer screen for extended periods.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts and in outside weather conditions and is occasionally exposed to the risk of electrical shock.
The noise level in the work environment is usually moderate.