Payroll Officer (GL7) - Human Capital Department
Position summary
Introduction
Job description
MAIN OUTPUTS / KPA’S (Weight) | ||
1. Payroll Administration |
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Detailed Description | ||
1.1 | Process the Group, Branches and all Business Entities’ end-to-end monthly as per timelines, policies and system requirements. | |
1.2 | Communicate with relevant parties to get the information needed for the preparation of the payroll. Perform necessary calculations to ensure timely payments (bonuses, garnish orders, allowances, etc.), and of all salary increases and promotions. | |
1.3 | Update the payroll databases to ensure timely payments. Follow up on outstanding information. | |
1.4 | Calculate and process new appointments and termination payments. Capture all new appointments and transfers on the D-Bit payroll system. Process new appointments, transfers and terminations, capture on system, compare with employee packs and process. | |
1.5 | Assist the Payroll Manager with month-end consolidation of relevant information reconciliation, payment of payroll and all tax-related issues. Submit reports to Sanlam (Group/Family/Spouse Life/All relevant third-party payments). |
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1.6 | Run payroll, publish pay slips (on portal) timeously and correctly. |
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1.7 | Submit invoices to entities and relevant reports.
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1.8
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1.10
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1.12 | Attend to staff payroll queries and requests regarding Payroll queries timeously. Provide accurate advice as required.
Ensure each entity maintains a dedicated payroll account for accurate financial tracking and compliance with accounting standards. Prepare and compile transfer sheets per entity for payroll processing.
Upload salary files onto I-Bank for each entity, ensuring accuracy in payroll disbursements. Reconcile third-party payments and process them accordingly through I-Bank. Conduct monthly payroll reporting and reconciliation for all entity payroll accounts.
Prepare and generate the garnishee deduction file, ensuring correct deductions before uploading it onto I-Bank for approval. Compile the payroll General Ledger (GL) sheet for the Payroll Manager’s review and approval before submission to Finance.
Perform regular reconciliation of salary accounts related to third-party payments. Prepare and submit replenishment documents to Finance for processing.
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2. Leave Processing |
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Detailed Description | ||
2.1 | Process all leave encashments and statutory leave payments correctly as per leave benefit. | |
2.2 | Process all statutory leave payments accurately & correctly as per leave benefit. This includes maternity and unpaid leave payments. |
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2.3 | Identify trends in leave provision, encashments & all applicable statutory leave and make proactive recommendations. |
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2.4 | Export Leave Value report for Finance Department (Leave provision)
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3. General Administration |
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Detailed Description | ||
3.1 | Ensure confidential record keeping and do payroll related filing. | |
3.2 | Maintain systems and report faulty and/or broken units as required. | |
3.3 | Issue duplicate PAYE 5 Certificates on request, e.g. staff resigning. | |
3.4 | Maintain stationery stock levels for the payroll office (toner, paper). Print Nammic’s pay slips.
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KEY RELATIONSHIP (relationships with key stakeholders in work-related issue | |
INTERNAL | EXTERNAL |
l All staff l Business Entities/Branches/Group l HC Team | l Retirement Fund Solutions, Sanlam, Social Security, NAMRA, NTA, NHP, etc. All relevant external Services Providers |
ADDITIONAL TRAINING OR KNOWLEDGE |
l Current tax legislation. l Knowledge of relevant HR and Payroll relevant systems. l Detailed knowledge of accounting. l Detailed knowledge of payroll procedures.
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SPECIFIC JOB ROLE REQUIREMENTS (e.g. overtime requirements, extensive travel, dangerous working conditions or locations) |
This role serves on the following committee(s)/meeting(s): l HC Shared Services Meetings (weekly and monthly). l |
Minimum requirements
ACADEMIC QUALIFICATIONS |
Minimum |
l Diploma in relevant qualifications. |
Ideal (Skills Development Purposes) |
-Bachelor’s Degree in Accounting/Finance or related field.
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RELEVANT EXPERIENCE | |
Minimum | Minimum Time Spent in Job (On-the-job Training) |
l Five years’ experience in payroll with demonstrated experience in tax and payroll administration & manage processes (market-related standards). l Previous experience working as a payroll officer or payroll consultant. l Possesses a five-year record in payroll, showcasing expertise in tax and payroll administration, along with adept management of processes in alignment with market-related standards. l Demonstrates prior experience in roles such as an accountant, payroll consultant or payroll officer. | l Four months’ on-the-job training in relevant systems and procedures. |
