Accounting Specialist

Job Description

Job Description

Benefits/Perks

• Careers Advancement Opportunities 
• Flexible Scheduling
• Competitive Compensation 

Job Summary

We are seeking an Accounting Specialist to join our team. In this role, you will support the accounting department by analyzing financial information, maintaining accurate records of incoming and outgoing payments, preparing payroll, and other essential accounting tasks. The ideal candidate is highly organized with strong mathematical skills and previous experience in bookkeeping or accounting. Must have QB Enterprise desktop experience and prefer ADP Run payroll processing experience.

 

Responsibilities 

PAYROLL PROCESSING

 

• Process weekly payroll accurately and on time for Roscoe's and Marilyn's.

• Review timecards, hours, overtime, tips, gratuities, training hours, sick time, PTO, deductions, and other payroll information.

• Verify payroll information is complete and accurate before submission.

• Maintain employee records in ADP and 7shifts, including new hires, terminations, pay changes, and employment status changes.

• Handle payroll corrections, voids, reissues, manual checks, off-cycle payroll, and final pay.

• Review tip calculations, overtime, and payroll adjustments for accuracy.

• Communicate directly with managers regarding missing or questionable information.

• Maintain payroll deadlines and proactively follow up on outstanding items.

 

EMPLOYEE ONBOARDING AND FILES

 

• Own the entire onboarding process from start to finish for Roscoe's and Marilyn's.

• Ensure new employees are properly entered and activated in ADP and 7shifts.

• Collect and verify all required onboarding paperwork, including I-9s, W-4s, California Notices to Employee, handbook acknowledgments, and applicable meal waivers.

• Ensure California Notices to Employee are completed and provided to employees, including reviewing existing employee files for missing notices.

• Coordinate the rollout of arbitration agreements for existing employees and new hires.

• Obtain and track signed arbitration agreements and follow up on outstanding agreements.

• Maintain complete and organized employee files in the payroll office.

• Ensure copies of applicable onboarding documents, agreements, certifications, and training records are also uploaded to 7shifts, with confidential records maintained securely and access restricted as appropriate.

• Review employee files regularly to identify missing, incomplete, or outdated documentation.

• Follow up directly with managers and employees until outstanding items are resolved.

 

CERTIFICATIONS AND TRAINING

 

• Obtain, verify, and track all required employee certifications and training.

• Maintain RBS certifications, food handler cards, security guard cards, and sexual harassment prevention training records.

• Assign and monitor sexual harassment prevention training through ADP when applicable.

• Verify training completion and maintain certificates and supporting documentation.

• Monitor certification expiration dates and notify managers before renewals are due.

• Conduct regular audits for missing, incomplete, or expired certifications.

• Ensure current certifications are uploaded to 7shifts and maintained in employee files.

• Provide required guard card documentation to our insurance broker or carrier when applicable.

• Immediately notify management of employees missing certifications required for their duties.

• Follow up until all outstanding requirements are resolved.

 

MEAL AND REST BREAK COMPLIANCE
• Ensure managers submit required meal and rest break forms with each payroll.

• Review all break forms to verify they are completed accurately and in their entirety, including required selections, dates, and signatures.

• Follow up immediately on missing or incomplete forms.

• Maintain applicable meal waivers and verify they are properly completed.

• Review timecards every payroll period for missed, late, short, or interrupted meal periods and other potential break violations.

• Verify that applicable meal and rest break premiums are properly processed and paid.

• Notify upper management of violations, identifying the location, employee, circumstances, and reason the violation occurred.

• Track repeat violations and identify patterns involving employees, managers, or scheduling practices.

• Follow up with management regarding corrective action.

• Maintain ongoing records of break violations, premium payments, and related documentation.

 

CALSAVERS

 

• Manage CalSavers responsibilities for both Roscoe's and Marilyn's.

• Verify employee rosters, enrollment status, elections, deductions, and contribution records.

• Ensure applicable contributions are submitted accurately and on time.

• Reconcile CalSavers deductions and contributions against ADP and accounting records.

• Verify Marilyn's registration and current compliance status.

• Follow up on outstanding registration, employee reporting, or contribution issues.

• Monitor ongoing CalSavers requirements and deadlines.

 

ACCOUNTS PAYABLE

 

• Review, code, and enter vendor invoices into QuickBooks Desktop.

• Maintain accurate vendor records and supporting documentation.

• Identify duplicate invoices, incorrect charges, or discrepancies and follow up for resolution.

• Prepare approved vendor payments, including live checks.

• Prepare weekly petty cash checks and maintain supporting records.

• Follow up with managers and vendors regarding missing invoices or documentation.

• Ensure invoices, payments, and related records are entered accurately and on time.

 

SALES ENTRY AND RECONCILIATION

 

• Enter daily sales activity into QuickBooks Desktop.

• Record door sales, coat-check revenue, Eventbrite deposits, and other applicable sales activity.

• Review and reconcile Uber Eats, DoorDash, and Grubhub deposits against sales records.

• Review merchant-processing statements and reconcile deposits and processing fees.

• Research discrepancies involving deposits, merchant fees, and sales records.

• Record and track credit card chargebacks and related adjustments.

• Follow up with managers when sales reports or supporting documentation are missing or inconsistent.

PAYROLL ACCOUNTING AND GENERAL LEDGER

 

• Prepare and post payroll journal entries in QuickBooks Desktop.

• Reconcile payroll activity between ADP and QuickBooks.

• Review payroll clearing accounts, payroll liabilities, tips payable, and related balances.

• Assist with bank and credit card reconciliations.

• Review general ledger accounts and investigate unusual or incorrect balances.

• Research and resolve missing entries, posting errors, and accounting discrepancies.

• Maintain supporting documentation for payroll and accounting transactions.

• Coordinate with accounting to resolve discrepancies and keep records current.

 

ADDITIONAL ACCOUNTING AND COMPLIANCE SUPPORT

 

• Assist with sales tax records and related reporting.

• Assist with workers' compensation audits and requests for payroll or employee information.

• Prepare supporting records for insurance, accounting, and compliance reviews.

• Assist with special accounting projects and reconciliations as assigned.

• Maintain organized documentation that can be readily provided when requested.

• Follow up with vendors, managers, and coworkers to meet accounting and compliance deadlines.

 

ONGOING AUDITS AND MANAGEMENT COMMUNICATION

 

• Conduct regular audits of payroll, employee records, certifications, training, meal waivers, and break documentation.

• Identify missing, expired, incomplete, or incorrect records and follow through until corrected.

• Notify upper management of recurring meal and rest break violations, missing certifications, payroll discrepancies, and other compliance concerns.

• Maintain records of outstanding issues and the steps taken to resolve them.

• Communicate directly with Roscoe's and Marilyn's managers regarding payroll, onboarding, and employee documentation.

• Keep upper management informed of significant compliance issues, recurring problems, or anything that creates potential liability.

• Take ownership of follow-up rather than waiting for management to identify or resolve missing information.

Ongoing Audits 

• RBS certifications and food handler cards.

• Security guard cards and applicable insurance documentation.

• Sexual harassment training assignments and completion records.

• CalSavers registration, enrollment, deductions, and contributions.

• Outstanding payroll corrections, tip calculations, and overtime discrepancies.

• Payroll journal entries and reconciliation issues.

• Outstanding invoices, vendor payments, or accounting discrepancies.

 

Qualifications

Previous experience as an accountant, bookkeeper, or similar position

• Knowledge of generally accepted accounting principles (GAAP)
• Good with spreadsheets, experienced in Microsoft Excel, QuickBooks, and basic accounting systems
• Strong mathematical and analytical skills
• Excellent attention to detail, time management, and communication skills