Payroll Specialist

Payroll Specialist (AA)

Area: Montaque Gardens, Cape Town

Package: negotiable up to R52000 p/m plus medical aid, provident fund

Purpose of the position: To prepare, administer and manage the monthly payroll; to reconcile and prepare all reports and payments related to the payroll; to maintain all payroll and personnel records and to maintain a human resources information system

Key Responsibilities:

Monthly Payroll Administration:

• Accurately capture data input and effect changes to payroll, ensuring all supporting authorisations have been done and approved.
• Check all entries, run payroll and submit to HR Director for approval by no later than the 19th of every month unless approved otherwise.
• Prepare final pack with schedules and EFTs and submit to CFO for authorisations by no later than the 20th of every month unless approved otherwise.
• Upload data to Management System within time limits in order to meet pay date requirements.
• Prepare monthly reconciliation of all payroll accounts to General Ledger.
• Attend to all payroll queries from employees timeously.
• Accurately prepare IRP5 submissions bi-annually for SARS within deadlines.
• Ensure IRP5s distributed to each employee as soon as possible (preferably before the start of tax filing season) each year, via ESS or manually.

Third Party Payments:

• Accurately reconcile and submit payment due to SARS, Pension / Provident, Medical Aid.
• Run the reports ensuring that the relevant data is accurate.
• Maintain accurate filing system of all third-party accounts after every month end.

Monthly, Quarterly & Annual Reporting:

• Prepare monthly HR report as required by HR Director by no later than the 3rd of every month.
• Prepare payroll data required for Budgeting, Employment Equity, Compensation Fund Return of Earnings, BBBEE etc. as needed.
• Prepare Financial Year end reports as per audit requirements.
• Submit Quarterly Employment Statistics report to the DOL once a quarter.

Leave Administration:

• Receive leave requests on ESS, scrutinise and authorize within 3 days of receipt.
• Monthly reconcile attendance registers to ESS data on VIP by no later than the 5th of every month.
• Inform managers in writing of excessive leave.

Employee Records & Files :

• Prepare EXCO files and file all documents pertaining to employment as per checklist.
• Maintain general payroll and related filing system.

Annual Increases/Bonuses:

• Prepare confidential salary data spreadsheets.
• Receive and input data onto system accurately and timeously.
• Generate and distribute increase letters using mail merge. Ensure correct data reflected on letters.

Skills, Experience & Qualifications

• Preferred degree/Diploma In HR Management, Payroll Administration, Business Administration or Finance qualification will be beneficial.
• At least 5-8 years experience in a payroll function role.
• Experience in a global multinational company will be beneficial.
• Experience of Sage VIP Premier plus Sage300 People
• Experience of Coida submissions
• Experience of EMP 201 & 501 submissions
• Experience of 3rd party payments
• Experience of Time & attendance system
• Experience of DOL reports