Payroll Administrator (Fixed Term) at ADvTECH

Overall Purpose of the Job

• To act as a link between the HR, Payroll Departments and other business stakeholders. The incumbent will be responsible for coordinating input, processing on employee central system and responding to payroll related queries. The successful candidate is expected to have knowledge and understanding of payroll administration processes. The candidate will also facilitate administration for employee benefits onboarding and off boarding.

Duties & Responsibilities

Input Processing

• Monitor and action payroll input submitted via shared space/ticketing system
• Validating the information received for accuracy and completeness
• Accurate capturing of input received on EC or global input file in line with Payroll guidelines - Verifying total kilometers travelled and the rate per kilometre for each travel claim received. - Verifying total overtime hours as per the claim and the claim rate payable. - Validating and verifying the hours for additional work and capturing the claim using the correct cost centre
• Processing of New Starts, Late Starts, Promotions/Demotions, transfers and Terminations on EC- Ensuring that all relevant supporting documents are on record for all staff movements/transactions.- Completing the CTC salary structure according to Payroll guidelines on EC- Competing the benefits structure as selected by employee- Verifying that the employee Job Details on EC match that of the supporting document- Where there are discrepancies bring the issue to HR/line manager attention for correction to be effected prior to processing.- Ensures that the Provident Fund contribution % correlates with employee onboarding supporting documents.
• Updating of payroll transactions which require corrections on electronic correction forms
• Capturing of bank details changes (where applicable), where banking details are updated by employee via EC ESS, verify bank details against Proof of Banking details uploaded on file.- Call existing employees to confirm bank account changes before payroll closing.- Where banking details changes are received after payroll closing date, notify employee that current month salary will be paid into existing bank account.- Schedule the bank account change to monitor if updated on next month integration.
• Assists with the annual payroll audit process providing information/ documents as requested by line manager.
• Identifies payroll risks and escalate to line manager for intervention.
• Monitors adherence to company payroll policies and procedures, where deviation is identified, reports same to line manager.

Stakeholder Engagement/ Relations

• Liaising with HR department regarding payroll closing date/timelines as approved by Payroll Lead, in collaboration with GSS/PS, i.e. Payroll calendar.
• Attends to Payroll queries and escalates to line manager where required.
• Distributing of Payroll Recon for Payroll checks to be done by HRO/HRA and campus/department heads.
• Facilitates and coordinates the administration of payroll approval processes as directed by line manager.

Reporting & Documentation

• Compiles monthly input register for input control purposes
• Reports on Banking details changes for the month and ensures that the line manager receives the report for verification and validation purposes.
• Ensures that all relevant supporting documents for input/payroll processing are saved in the correct folders for easy access and for compliance with Payroll guidelines.

Benefit Administration

• Ensures that all onboarding documents for medical aid or medical insurance are completed correctly (by employee) and submitted for verification to line manager.
• On termination of employment/cancellation of benefits (where applicable), facilitates the administration of off boarding the employee from medical aid and medical insurance.
• Ensures that the third party termination notices are completed on time.
• Obtains the line manager signature/approval for all onboarding and off boarding of employees as per benefits administration guidelines.
• Coordinates the administration of death, disability and ill health benefits ensuring (in collaboration with HR) that insurer administration requirements are completed.

Minimum Requirements

Qualifications 

• Matric/Grade 12
• Diploma in Administration/ HR (Advantage)
• Certificate in Payroll Administration (Advantage)

Experience

• The ideal candidate will have 5 years’ experience in computerised payroll administration and in computerised HR administration

Skills

• Proficiency with Microsoft Office applications--Outlook, Word, Advanced Excel
• Numeracy
• Problem solving skills
• Communication skills (written and verbal)
• Planning & Organizing
• Interpersonal Skills (building and maintaining relationships)

Behavioural Attributes

• Attentive to Detail
• Collaboration
• Integrity
• Accuracy
• Stress Tolerance