The Payroll Specialist at Vibe Restaurants is responsible for all tasks related to payroll processing for almost 5,000 employees across 11 states. The role requires strict adherence to company policies and federal, state, and local regulations. The Payroll Specialist must build and follow standardized procedures, as well as create alternative solutions for the best course of action.

Essential Job Functions:

A payroll specialist in the restaurant industry has a unique and demanding role that goes beyond standard payroll functions. The complexities of the food service business, from fluctuating schedules to tip management, make their job critical to both employee satisfaction and legal compliance.

Here are the essential functions of a payroll specialist in the restaurant industry:

1. Accurate and Timely Payroll Processing

Data Collection and Verification: They are responsible for gathering and verifying all payroll-related data. This includes timesheets, hours worked, vacation requests, sick leave, and any other time-off. They must ensure the data is accurate, especially with irregular shifts, split shifts, and last-minute schedule changes common in the industry.
Calculating Wages and Deductions: They calculate wages for all employees, including hourly and salaried staff. This involves applying different pay rates for various positions an employee might hold, calculating overtime, and processing tips, bonuses, and commissions. They also manage deductions for taxes, benefits, garnishments, and other withholdings.
Processing Payments: They prepare and execute pay orders through electronic systems, such as direct deposits, or distribute physical paychecks, ensuring employees are paid on time.

2. Specialized Tip Management and Reporting

Tip Reporting and Allocation: This is a major responsibility unique to the restaurant industry. The payroll specialist ensures that all tips—whether cash, credit card, or from a tip pool—are accurately reported, allocated, and paid out according to company policy and legal requirements.
Tip Credit Management: They must be knowledgeable about "tip credit" laws, where some states allow employers to pay a lower minimum wage to tipped employees. They must ensure that the employee's combined wage (base pay plus tips) meets or exceeds the minimum wage for all hours worked.
Tip Pooling Compliance: If the restaurant has a tip-pooling system, the payroll specialist is responsible for ensuring it is managed correctly and complies with state and federal laws.

3. Compliance with Labor Laws and Regulations

Federal and State Compliance: They must have an understanding of federal, state, and local payroll, wage, and hour laws. This includes laws related to minimum wage, overtime pay, and break periods. Misclassifying employees (e.g., as exempt vs. non-exempt) can lead to significant fines.
New Hire and Termination Processing: They handle all payroll aspects of a new hire, including tax forms (W-4s), and ensure that final paychecks for terminated employees are processed accurately and in compliance with state laws regarding final pay timing.

4. Employee Support and Communication

Answering Employee Inquiries: They serve as the primary point of contact for employees with questions or concerns about their paychecks, deductions, or other payroll-related issues.
Resolving Discrepancies: They are responsible for investigating and resolving any payroll discrepancies, such as a missing shift or an incorrect pay rate. They must do so promptly to maintain employee morale.

5. Record Keeping and Reporting

Maintaining Accurate Records: They maintain meticulous and confidential records of all payroll transactions, employee information, and tax documents. These records are essential for audits and compliance checks.
Preparing Payroll Reports: They create various payroll reports for management and the accounting team. These reports might include labor cost analysis, overtime tracking, and summaries of wages and deductions. This data is critical for the restaurant's financial management and budgeting.
Supporting Audits: They assist with internal and external audits by providing necessary payroll documentation and reports.

Responsibilities:

Prepare and deliver four bi-weekly payrolls for all hourly and salaried employees, including bonuses and various manual checks.
Process final paychecks for multiple states in accordance with Final Pay Day Laws.
Set up administrative privileges for the operations management team for Rapid Pay.
Complete and provide information for all wage verifications.
Prepare weekly, monthly, and quarterly reports as needed.
Assist with pulling information and reports for various audits.
Process payroll corrections and adjustments.
Review the accuracy of timecards, payroll deductions, and tax withholdings.
Prepare and submit 401(k) changes and loan changes, address updates, child support orders, and garnishment orders, while maintaining compliance.
Respond to employee inquiries about payroll in a timely and professional manner.
Partner with Operations to ask follow-up questions as needed.
Maintain strict confidentiality regarding sensitive information involving HR, the management team, and employees.
Perform physical and electronic filing.
Perform other duties as assigned.

Qualifications/Requirements:

Education & Experience: A Bachelor's degree in a related field is preferred. A minimum of 2 years of experience in payroll processing for franchise restaurants or retail is desired. Knowledge of i-solved is preferred. Experience handling payroll for multiple brands, locations, and states is a must. Payroll certification is a plus.
Job Specifications: You must be organized, detail-oriented, and have superior time management skills. You should be professional and capable of meeting tight deadlines. The role requires the ability to work in a team and collaboratively, as well as independently. Proficiency with Microsoft Office products is required. You must be a critical thinker, a self-starter, and adaptable in times of ambiguity. Excellent oral and written communication skills are also necessary.

Physical Demands:

Primarily office-based (Monday-Thursday).
Ability to work in a fast-paced environment with multiple priorities.
Occasionally required to lift and carry materials for meetings or events.

Work Environment:

Hybrid role with a mix of office and remote work.
Occasional evening or weekend availability.
Dynamic environment with evolving business and workforce needs.

Disclaimer:

The job description is designed to outline the essential functions, responsibilities, and qualifications of the role. It is not an exhaustive list of duties and may evolve based on business needs.

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