Bookkeeper

Job Title: Bookkeeper                                             FLSA Status: Salaried, Non-Exempt

Department: Property Operations                           Benefits Level: Mgmt

Reports To:  General Manager                                Approved Date: October 2009

SUMMARY

Maintains accounting functions at the property, facilitates the movement of management and financial information, ensures accuracy and integrity of numbers and documentation and assists management with the operations of the hotel and restaurant. Benefits Administrator for all hotel employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Reviews audit pack contents to confirm totals for tray balances, credit card batches and transmittals, and cash deposits against Property Management System reports.
• Verifies previous day’s audit is closed and transferred to corporate office.
• Counts cash and checks from deposit envelopes, fills out deposit slips,transports deposits to bank and makes change orders.
• Counts and verifies amounts in Manager on Duty (MOD) bank and property safe. Makes change for front desk and restaurant cash drawers and MOD bank.
• Reviews employee timecards and creates labor reports for supervisors to review and correct. Edits hours and maintains employee data as needed.
• Processes and reviews for accuracy coded accounts payable invoices turned in by department heads. Reviews statements, reconciles balances, and researches any discrepancies.
• Creates and processes accounts receivable invoices and statements and makes collections calls. Writes off or adjusts accounts with approval as necessary.
• Assists with credit card research to resolve discrepancies or disputes.
• Carries out month end activities and meets deadlines for P & L processing and closes out month in accounting system.
• Processes bi-weekly payroll. Collects payroll labor reports, new hire paperwork, activity slips, time off requests, etc. after supervisor approval and makes changes to payroll system. Downloads timekeeping data to payroll accounting system and updates manually as needed. Balances totals against timekeeping reports. Obtains approval signature from General Manager transmits payroll data to property corporate accountant. Faxes payroll back up forms and reports to accountant.
• Distributes paychecks and payroll reports to supervisors on pay day.
• Tracks benefits eligibility and hands out benefit enrollment paperwork to employees. Verifies completion of enrollment forms, makes copies for employee files and forwards originals to corporate benefits office.
• Maintains inventory of company forms and provides to employees. Creates new hire packets.
• Assists with scheduling and conducting new employee orientations
• Maintains secure and confidential employee personnel files and payroll source documents. Reviews all personnel forms for completeness and accuracy. Supervises storage of all record retention.
• Processes workers’ compensation paperwork and responds to questions and requests for information from insurance company, healthcare providers and employees.
• Writes POA checks with general manager approval and balances POA account.
• Oversees security of property safe, MOD bank, cash drawers and deposits.
• Maintains, updates and backs up computer software and equipment.
• Implements, communicates and trains property employees on corporate, franchise and/or legal requirements.
• Responds to inquiries from outside agencies including but not limited to child supports and garnishments.
• Assists as Manager on Duty or at front desk as needed.

KHC POLICIES: Responsible for following all KHC policies and procedures as set forth in the KHC handbook and property specific guidelines/standards. These policies include dress code, safety and performance standards. Employees must also maintain a professional image and report to work as scheduled.

SUPERVISORY RESPONSIBILITIES: This position may supervise part time bookkeeping staff and act in a manager on duty capacity when necessary.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE: Associate's degree (AA) or equivalent from a two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS: Ability to read, analyze and interpret general accounting reports, policies & procedures, and instructions. Ability to read and implement safety policies & procedures. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to complaints or inquiries from groups of managers, customers, employees and general public. Ability to communicate clearly in person, by telephone and in writing.

MATHEMATICAL SKILLS: Ability to understand, interpret and manipulate accounting concepts such as general ledger, accounts payable, payroll, accounts receivable, purchasing, night audit, cash handling and budget development / management.

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in mathematical, formula or procedural form and deal with several abstract variables.

CERTIFICATES, LICENSES, REGISTRATIONS: May require franchise specific certification. Must have valid drivers license and proof of insurability.

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. All employees must follow proper safety precautions at all times to avoid injuries. 

While performing the duties of this job, the employee is regularly required to stand; use hands to handle, grasp or type; and talk or hear. The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, bend or twist; smell; and to push, pull or lift over 10 pounds. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT: The work environment described here are representative of those an employee encounters while performing the essential functions of this job. All employees must follow proper safety precautions at all times to avoid injuries. 

While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and various types of driving conditions. The noise level in the work environment is usually moderate.

ACCOMODATION: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

CRISIS MANAGEMENT: Must be able to handle a crisis in a calm, effective manner. This includes upset guests, fire, tornado, armed robbery and assault, bomb threats and accidents.

Qualifications: