Payroll & Benefits Officer
Location: Sandringham – Johannesburg
Position Type: Full – Time
Purpose of the Job
The incumbent of this position will assume responsibility and accountability for the full payroll and benefits function. This position is responsible for the accurate and timeous processing of monthly payrolls for a large staff compliment in accordance with legislative requirements and company policy and procedure. Maintaining employee records and providing effective communications with all staff regarding payroll and benefits matters.
Role and Responsibilities
- Manage the full payroll function of all entities in the group
- Improve payroll policies and procedures where needed
- Manage payroll workload to meet operational requirements
- Ensure Payroll Operational Effectiveness
- Manage an administer all employee benefits
Payroll Administration
- Management and administration of end-to-end payroll for the organization (+ 700 employees) for both monthly and weekly payrolls
- Management and maintenance of payroll system
- Updating and maintaining payroll records
- Prepare and coordination monthly payroll input from other divisions and collate required information within agreed time frames
- Manage workflow to ensure all payroll transactions are processed accurately and timeously
- Processing new hires and terminations. Process changes to salaries as per contract changes
- Capture and verify all expense claims against the policy and report non-compliance to the Line Managers.
- Deal with tax codes and statutory payment calculations
- Calculate payable hours, increases, bonuses, and deductions
- Own the overtime process, from our timesheet systems to getting line manager approval
- Preparation of all Maternity Leave and UIF forms and documentation as well as all the related calculations
- Action and process payroll administrative functions in relation to Workers Pension, provident fund, medical aid, and garnishee orders
- Drafting of certificates of service and confirmation of employment as requested
- Ensure all employees have access to payslips
- Manage the IRP5 process and doing all necessary checks
- Provide payroll admin support to the finance department
- Ensure accurate calculations of rate of pay change
- Ensure all relevant deductions are submitted and processed
- Reconcile payroll prior to transmission and validate confirmed reports
- SARS submissions monthly and bi-annually via E-filing
- Submit UIF declarations monthly
- Preparation and submission of Return of Earnings yearly
- Process Tax mid-year and TYE via E@syfile and resubmission of IRP5 when required
- Assist 3rd Party with Employment Equity and Workplace Skills Plan reporting and information for submissions
- Report monthly to Alex Forbes regarding provident fund
- Manage temporary/permanent disability claims and processes for staff
- Manage provident fund withdrawals
- Manage death and funeral claims
Payroll Reporting
- Accurately capture and maintain payroll data on the Sage 300 People system
- Prepare, review and update payroll data to include business required reports
- Process accurate and timely year-end reporting when necessary
- Develop ad hoc financial and operational reporting as needed
- Update internal payroll databases
- Ensure data integrity
- Updating and maintain the following trackers: leave reports, maternity leave tracker and the termination tracker.
- Ensure year-end reports are finalized for auditors
- Assist auditors with payroll related queries and documentation
Query Management
- Ensure all pay related queries are dealt with promptly and feedback is given within 48 hours
- Correctly responding to questions about payroll policy and procedures
- Interpret, assist and advise employees regarding application of leave policy, benefit administration and HR procedures and policies within the specified guidelines Provide customer service to employees: in the area of pay, benefits and taxes as they relate to their pay
- Respond to queries related to changes in the employee’s payroll records
General
- General filing both hard and soft copy filing
- General Human Resources query resolution
- Providing adhoc administrative support and assistance within the HR team
Qualifications and Education Requirements
Minimum Experience:
- 3 years of progressive payroll administration experience within a large organization working with Sage 300 people system
- Proven experience as payroll specialist
- Solid understanding of accounting fundamentals, payroll practices and best practices
- Solid understanding of payroll and payroll tax laws
- Very good knowledge of legislation and regulations of the field
- Good knowledge, understanding and application of the BCEA and other relevant labour legislation
Mandatory Qualifications:
- Matric/Diploma in business management, Finance, HR, Accounting or other relevant area
Desirable Qualifications:
- Bachelor’s degree in business management, Finance, HR, Accounting or other relevant area
- Certified payroll practitioner
Preferred Skills
- Proficient in SAGE 300People payroll system and ESS
- Experience with Time and Attendance systems (Jarrison Time preferable)
- Proficient in Microsoft Office
- Proficient in Microsoft Excell
- Proven experience with HR and Payroll software/s
- Knowledge, understanding and application of labour legislation
- Sound knowledge and understanding of payroll policies and procedures
- Complete knowledge of payroll processes and record keeping
- Strong numeracy skills.
- Strong organisation and administrative skills.
- Task and deadline orientated.
- Ability to perform tasks meticulously with a fine attention to detail (accuracy is key).
- Ability to communicate clearly and concisely with all levels of employees.
- Ability to manage your own time and to prioritise tasks.
- Good communication skills at all levels through organisation
- Effective problem identifying and solving skills
- Good decision-making skills
- Insight
- Discernment
- Team player
- Integrity
- Inspire confidence
- Build trust
- Attention to detail and accuracy
- Able to impart expert advice
- Takes pride in the quality of work they deliver