Payroll Officer

SUMMARY:
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POSITION INFO:

JOB TITLE: Payroll Officer
DEPARTMENT: Human Resource
LOCATION/REGION: Head Office
REPORTING TO: Senior Manager: Human Resources
TYPE OF EMPLOYMENT: Permanent

MAIN PURPOSE OF JOB
Responsible for all aspects of accurate and timely payroll administration and processing, ensuring reporting functions and deadlines are met. There should be strong integration and correlation within policies and procedures, ensuring compliance within the HR and reporting scope of the organisation.

KEY RESPONSIBILITY AREAS:

1. Fully mirror all responsibilities of the Payroll Administrator.

2. Weekly Wage Payroll

   • Complete processing function of the wage payroll on Sage 300.
   • Review of Payroll Backbone Report files.
   • Close interaction with various site liaisons for receipt of signed timesheets.
   • Extraction of hours from V-Time to Sage 300.
   • V-Time review and sense checks completed, identifying discrepancies or duplications.
   • Raising of queries and creating awareness of system discrepancies.
   • Confirming low hours or zero hours for the week.
   • Ensuring that if an employee has zero hours on V-Time for the week, it is accurate to not miss any employee from the pay run.
   • Review done of odd leave types, ensuring compliance: Family Responsibility, Study, IOD, Suspension, Special and Other Leave.
   • Strict adherence to and maintenance of banking details and update requests.
   • Investigation on queries and backpay calculations.
   • Responsibility Allowances: Role vs Rate review, individual hours assessed per allowance dates, calculation.
   • New Engagements: Initial contract upload to Sage.
   • Exits.
   • Job changes as they occur for staff movements.
   • Payroll reconciliation.
   • Hours reconciliation to V-Time.
   • Headcount reconciliation.
   • Net pay reconciled per site and cost centre.
   • Payslip printing and weekly courier to the various sites.
   • Support with Netcash upload.

3. Monthly Payroll

   • Processing of Monthly payroll onto Sage 300.
   • Extraction of overtime from V-Time to Sage 300.
   • Creation and maintenance of all individual remuneration packages.
   • Processing and reconciliation of the Provident Fund.
   • Processing of all mileage and expense claims.
   • Processing of cell phone allowances.
   • Payroll reconciliation, payment file extraction, and payslips.
   • GL Extraction.
   • Leave processing and queries raised.
   • Monthly payroll queries.
   • Monitoring MIBCO threshold for levy contributors.
   • Monitoring BCEA threshold for staff earning O/T.
   • Monitoring of payroll backbone report from Workday.
   • Monthly Netcash uploads.

4. System Administration

   • Annual increase uploads and bulk changes.
   • Management and setup of cost centre and GL mapping.
   • System backup and roll over.

5. Reporting & Reconciliations

   • Compliance and Statutory reporting and submissions: EMP201, EMP501, MIBCO, WCA.
   • Netcash uploads for bulk net pay values and 3rd party payments.
   • Third party reporting schedules to finance.
   • Overtime & T&A Reporting.
   • Head Count & Movement Reporting.
   • Maintenance of MIBCO schedules and reconciliation.
   • Medical Aid & Provident Reconciliation.
   • Ad Hoc Reporting.

6. Other Payroll

   • Change of Banking details.
   • UI-19 and Other UIF Documentation.
   • Confirmations of Employment.
   • Provident Withdrawals.
   • Garnishee Administration and Netcash upload.
   • Compilation of salary packages and amendments.
   • Dummy payslips for recruitment.
   • Maintaining payroll information by collating, calculating, and entering data.
   • Submission of cost reallocations.

7. HR / Equity Reports

   • Headcount and movements monthly reporting.
   • Leave balance report.
   • HR Employment Equity Report.
   • Turnover Report.
   • Assistance with reporting for DoL audits, MIBCO Audits, and Other Reports.

Education & Experience

• Tertiary Qualification in Payroll or Finance or equivalent plus certificate in payroll.
• 5 years plus work experience in a similar role.
• Extensive payroll experience essential with preference having worked on Sage 300.
• Strong understanding of payroll processes and regulations.
• Must have worked with MIBCO or equivalent Bargaining Council.

Skills and Abilities

• Attention to Detail.
• Accuracy.
• Confidentiality.
• Punctual.
• Reliable.
• Good interpersonal skills.
• Good communication skills.
• Deadline driven.

Additional Requirements

• Must not have a criminal record.

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