Payroll Specialist (65687) at Ntice Sourcing Solutions

Job Description

Minimum Qualifications

• Relevant tertiary qualification in Human Resources, Payroll Administration, Finance, Accounting, or a related field
• Payroll certification or payroll-related qualification advantageous
• Sound knowledge of South African payroll legislation and statutory requirements

Experience Required

• Minimum 5 years' payroll administration experience
• Experience processing payroll within a manufacturing environment
• Experience with payroll systems and time & attendance systems
• Knowledge of BCEA, UIF, PAYE, SDL, COIDA and related labour legislation
• Experience with payroll reconciliations and statutory submissions
• Support the alignment of HR initiatives with organisational goals and operational requirements.

Core Purpose

• To ensure the accurate, timely, and compliant processing of payroll for all employees. The Payroll Administrator is responsible for maintaining payroll records, processing payroll transactions, ensuring compliance with statutory requirements, managing employee payroll queries, and providing accurate payroll reporting to support business operations.
• To also ensure the accurate and efficient processing of HR administration functions, while maintaining compliance with relevant labour legislation, company policies, and payroll requirements.

Key Responsibilities

Payroll Processing

• Process monthly payroll accurately and within prescribed deadlines.

Capture and verify all payroll-related transactions, including:

• New appointments
• Terminations
• Salary adjustments
• Promotions and transfers
• Overtime and shift allowances
• Bonuses and incentives
• Leave transactions
• Garnishee orders and deductions
• Benefit contributions
• Validate payroll inputs to ensure accuracy and compliance.
• Reconcile payroll data before final processing and approval.
• Generate and distribute payslips in accordance with payroll schedules.
• Ensure payroll records are accurately maintained and updated.

Time and Attendance Administration

• Monitor and maintain employee attendance records.
• Verify overtime, absenteeism, shift schedules, and leave records.
• Investigate and resolve discrepancies between timekeeping and payroll systems.
• Ensure accurate integration of time and attendance data into payroll processing.

Statutory Compliance

• Ensure compliance with all relevant payroll legislation and statutory requirements.
• Calculate and process PAYE, UIF, SDL, and other statutory deductions accurately.
• Prepare and reconcile monthly statutory returns.
• Assist with EMP201, EMP501, IRP5 and related submissions.
• Ensure compliance with legislative changes impacting payroll administration.
• Maintain payroll records in accordance with legal retention requirements.

Payroll Reconciliations and Reporting

• Reconcile payroll control accounts and payroll-related balances.
• Prepare monthly payroll reports for management review.
• Generate reports relating to earnings, deductions, leave balances, headcount, overtime, and labour costs.
• Assist with annual payroll audits and financial year-end requirements.
• Support internal and external auditors by providing payroll documentation and reports.
• Maintain accurate payroll filing systems and audit trails.

Employee Benefits Administration

• Administer employee benefits including pension/provident fund, medical aid, group risk, and other company benefits.
• Process employee benefit changes and updates.
• Liaise with benefit providers regarding employee enrolments, withdrawals, and amendments.
• Reconcile benefit contributions monthly.

Employee Queries and Support

• Respond to payroll-related queries professionally and confidentially.
• Assist employees in understanding payroll deductions, benefits, and statutory contributions.
• Resolve payroll discrepancies and ensure corrective action is implemented promptly.
• Provide payroll-related support to managers and employees.

HR and Employee Administration

• Maintain accurate employee payroll and personal records.
• Process onboarding and termination payroll documentation.
• Ensure all payroll documentation is complete and properly filed.
• Support HR administration activities linked to payroll processes.
• Assist with employment confirmations and payroll-related documentation when required.

Systems and Process Management

• Maintain payroll system integrity and employee master data.
• Identify opportunities to improve payroll processes and controls.
• Participate in payroll system upgrades, testing, and implementation projects.
• Ensure confidentiality and security of payroll information at all times.
• Develop and maintain payroll procedures and process documentation.

Compliance Responsibilities

• Ensure compliance with all payroll-related legislation and company policies.
• Maintain confidentiality of employee and payroll information.
• Ensure payroll processes comply with audit and governance requirements.
• Support Employment Equity, Skills Development, and statutory reporting requirements where payroll information is required.

Key Competencies

• Advanced payroll administration skills
• Strong numerical and reconciliation ability
• Excellent attention to detail and accuracy
• Sound knowledge of payroll legislation and statutory requirements
• Strong analytical and problem-solving skills
• High level of confidentiality and integrity
• Effective communication and interpersonal skills
• Ability to work under pressure and meet strict deadlines
• Strong organisational and time management skills
• Proficiency in payroll systems, Microsoft Excel, and HR information systems

Key Performance Indicators (KPIs)

• Payroll processed accurately and on time each month
• Zero payroll compliance breaches
• Timely completion of statutory submissions
• Accuracy of payroll reconciliations
• Resolution of payroll queries within agreed timelines
• Maintenance of accurate employee payroll records
• Successful completion of payroll audits with minimal findings
• Compliance with payroll controls and internal procedures