Payroll Clerk (3 Months Fixed Term Contract)

Job summary:

• To provide administrative support to the Payroll division of the HR Department in accordance with departmental and business requirements

Duties include, but are not limited to:

Support

• Attend to daily payroll queries
• Respond to email queries
• Follow up on all requests/queries or escalate and follow up to finalization

Administration

• Maintain HR records stemming from payroll administration
• Ensure filing is up to date and that personnel files are in good order
• Attend to the retrieval, scanning, and submission of employee documentation as required from time to time
• Manage and monitor access card issuing and retrieval
• Print and distribute payslips

Timekeeping and Attendance

New Employees:

• Create and load new employees onto ERS system
• Upload fingerprints to ERS system for access control and timekeeping records
• Link employee to correct group, department, devices, and shifts
• Allocate access cards to employees whose fingerprints do not register on the biometric system

Existing Employees:

• Suspend access to the biometric system
• Retrieve access cards where applicable
• Terminate and delete employee or system users

Clocking Management & Reporting:

• Run actual clock reports per department
• Identify late coming, absenteeism, etc, and submit a report to the Manager
• Process all leave forms on ERS
• Follow up with Managers for submission of outstanding leave forms
• Forward employee timesheet reports to the Manager on Monday by close of business to ensure that the previous week’s times are correct for the site
• Update all changes once the Manager has checked the report and amend changes
• Run reports to check for no clocks, no shift, in and out clocks
• Manage to fill up hours
• Export hours and reconcile hours for the period, query incorrect hours with Managers
• Conduct Time Worked Back reconciliation from the exported hours

Leave Administration:

• Ensure leave application forms are received from employees/Managers for weekly and monthly payroll processing
• Check that leave forms are thoroughly completed signed and authorize, and follow up until completion
• Apply all leave policies (BCEA and Main Agreement)
• Check leave balances before processing
• Process all leave transactions for factory staff on ERS
• Ensure all shifts accrued on ERS is correct for leave pay and leave enhancement payment
• Reconcile leave transactions with leave hours paid out for the period
• Check all accruals, transfers of leave
• Attend to all leave queries
• File all leave forms after processing

Employment-related Correspondence:

• Confirmation of employment
• Certificate of service
• UI-19 and salary schedules
• MIBFA and Discovery withdrawal forms
• General letters and other correspondence

Qualifications and Experience:

• Matric Certificate
• Relevant certification in Payroll and/or Human Resources
• At least two years’ previous experience in a similar
• Knowledge of time and attendance systems advantageous
• Working knowledge of any payroll or HR information system

Personal Attributes:

• Above-average attention to detail
• Timeous delivery according to required standards
• Excellent communication and interpersonal skills
• Positive approach
• Pleasant and patient disposition

Other:

• Feedback from external and internal parties when required
• Eliminate waste and unnecessary expenditure