Job Summary
JOB DESCRIPTION
1. POSITION DETAILS
Name of Role: Payroll Supervisor
Department: HR / Payroll
Reporting Line: Amalia Parker -- Payroll Manager
Direct Reports: Payroll Specialists
Indirect Reports: N/A
External Stakeholders / Resources: Transporters / LSPS, external payroll or labour-related service providers, where applicable
2. PURPOSE OF THE JOB
The purpose of the Payroll Supervisor role is to supervise and coordinate the end-to-end payroll function, ensuring that employees are paid accurately, correctly and on time.
The role requires a strong working knowledge of payroll, finance, human resources processes, labour legislation and company policies. The Payroll Supervisor is responsible for maintaining the integrity and accuracy of payroll data, supervising the Payroll Specialists, ensuring compliance with statutory and bargaining council requirements, and providing timely support to HR, Finance, management and employees.
The role is also responsible for ensuring that payroll processes operate efficiently, deadlines are consistently achieved, queries are resolved timeously, and appropriate controls are maintained to minimise payroll risk.
3. KEY PERFORMANCE AREAS
The position is responsible for the following four Key Performance Areas (KPAs):
Financial KPA
Ensure accurate and timely processing, reconciliation and payment of payroll, including compliance with legislation, bargaining council requirements and internal financial controls.
Customer KPA
Provide professional, confidential and timeous communication and support to employees, departments, HR, Finance and other stakeholders regarding payroll matters.
Operational KPA
Ensure weekly and monthly payroll deadlines are achieved through effective planning, supervision, quality control, reconciliation and adherence to established procedures.
Learn & Grow KPA
Develop the payroll team, promote continuous learning and improvement, maintain effective procedures and contribute to the ongoing improvement of the payroll function.
4. KEY PERFORMANCE AREA: RESPONSIBILITIES AND KPIs
A. FINANCIAL RESPONSIBILITIES
1. Manage and supervise the full payroll function
Responsibilities:
Supervise the full payroll process from receipt and validation of information through to final payroll processing.
Ensure the integrity and accuracy of employee and payroll data.
Maintain an in-depth understanding of applicable human resources and labour rules and regulations.
Process and administer garnishee orders and maintenance orders accurately and confidentially.
Ensure employee information relating to engagements, terminations, transfers, promotions and changes in employment status is captured accurately and timeously.
Prepare and maintain payroll reports as required.
Ensure payroll account balances and related financial information are accurate.
Provide administrative assistance and payroll information to the Accounting / Finance Department.
Assist with internal and external audit queries relating to payroll.
KPIs / What Success Looks Like:
Accurate and complete payroll data.
Minimal payroll errors and corrections.
Payroll processed accurately and within agreed deadlines.
Statutory, bargaining council and company requirements are met.
Payroll-related audit queries are resolved accurately and timeously.
2. Maintain payroll information and records
Responsibilities:
Review and approve authorised changes to payroll records.
Identify, investigate and resolve payroll discrepancies.
Determine and administer payroll liabilities arising from overpayments and underpayments.
Reconcile payroll accounts and investigate variances.
Ensure employee payroll records are maintained accurately and securely.
Maintain appropriate supporting documentation and audit trails.
KPIs / What Success Looks Like:
Payroll records are accurate, current and complete.
Payroll discrepancies are identified and resolved promptly.
Payroll reconciliations balance accurately.
Appropriate supporting documentation is available for audit purposes.
3. Manage monthly payroll information and reconciliations
Responsibilities:
Coordinate and supervise the monthly payroll process.
Balance payroll accounts / ledgers and resolve discrepancies in conjunction with the Finance Department.
Ensure compliance with applicable legislation, statutory requirements and bargaining council requirements.
Monitor and track employee absences and ensure relevant information is correctly reflected on payroll.
Ensure all payroll inputs are received, validated and processed within the required deadlines.
KPIs / What Success Looks Like:
Monthly payroll is completed accurately and on time.
Payroll reconciliations are accurate.
Statutory and other payroll obligations are met within required deadlines.
Absence information is accurately recorded and processed.
B. CUSTOMER RESPONSIBILITIES
1. Manage communication between departments and employees
Responsibilities:
Communicate payroll changes, requirements and deadlines to relevant departments and employees in a clear and timeous manner.
Respond to payroll queries professionally and within agreed turnaround times.
Resolve employee and departmental queries accurately or escalate matters where appropriate.
Manage the payroll workload to meet operational requirements.
Maintain effective communication with HR, Finance, management and other departments.
Manage and monitor electronic timekeeping systems.
Develop an understanding of departmental functions and their impact on payroll.
Maintain strict confidentiality regarding employee remuneration and personal information.
Protect employee confidence and the integrity of payroll operations.
KPIs / What Success Looks Like:
Queries are acknowledged and resolved within agreed timeframes.
Communication is accurate, professional and appropriate.
Departments understand payroll requirements and deadlines.
Employee confidentiality is consistently maintained.
Payroll-related customer service is professional and effective.
C. OPERATIONAL RESPONSIBILITIES
1. Achieve weekly and monthly deadlines
Responsibilities:
Plan and prioritise payroll activities to ensure all deadlines are achieved.
Allocate work effectively among Payroll Specialists.
Monitor the progress and performance of Payroll Specialists against payroll deadlines.
Ensure payroll is processed and released within the required timeframe.
Identify potential delays or risks and take corrective action.
Maintain a working knowledge of payroll software and supporting systems.
KPIs / What Success Looks Like:
Weekly and monthly payroll deadlines are consistently achieved.
Payroll Specialists meet their allocated deadlines.
Payroll is released accurately and on time.
Potential processing risks are identified and addressed proactively.
2. Manage the weekly and monthly payroll function
Responsibilities:
Ensure accurate calculation and processing of payable hours, overtime, commissions, bonuses, deductions and other payroll-related payments.
Monitor the use and functionality of payroll and supporting software.
Maintain accurate payroll files and audit trails.
Ensure employee records are correctly maintained.
Perform quality-control checks and payroll audits.
Review payroll inputs for accuracy before final processing.
Ensure contracts, appointments and terminations are correctly processed from a payroll perspective.
Identify and minimise the risk of incorrect payments, duplicate payments, overpayments and underpayments.
KPIs / What Success Looks Like:
Payroll calculations are accurate.
Payroll files and audit trails are complete.
Quality-control checks are consistently performed.
Payroll errors are minimised.
Employee records and supporting documentation are accurate and complete.
3. Interlink with HR / IR
Responsibilities:
Work closely with HR and Industrial Relations (IR) to ensure payroll-related deadlines are met.
Oversee the completeness and correctness of documentation required for payroll processing.
Ensure documentation relating to engagements, terminations and changes in employment status is accurate and authorised.
Ensure contracts and appointment documentation contain the information required for payroll processing.
Ensure warnings, disciplinary documentation and other relevant IR documentation are correctly reflected where they impact payroll.
Identify discrepancies between HR / IR documentation and payroll records and ensure these are resolved.
KPIs / What Success Looks Like:
HR / IR and payroll deadlines are consistently achieved.
Payroll processing is supported by correct and authorised documentation.
Changes in employee status are accurately reflected on payroll.
HR / IR queries affecting payroll are resolved promptly.
D. LEARN & GROW RESPONSIBILITIES
1. Team Development
Responsibilities:
Promote a culture of continuous learning, development and improvement within the payroll team.
Coach and support Payroll Specialists in their daily responsibilities.
Ensure queries are resolved accurately and learning opportunities are identified.
Maintain accurate records and organised payroll administration.
Promote teamwork, accountability and achievement of team goals.
Facilitate a respectful and constructive working environment.
Ensure team members understand payroll deadlines and their individual responsibilities.
Advise the team of relevant process, system, legislative and company updates.
Contribute to the overall effectiveness of the HR / Payroll Department.
KPIs / What Success Looks Like:
Payroll team members demonstrate improved knowledge and competency.
Queries are resolved accurately and efficiently.
Team objectives and deadlines are achieved.
A positive, respectful and collaborative team environment is maintained.
Data integrity and confidentiality are consistently maintained.
2. Performance Management
Responsibilities:
Monitor the daily performance and workload of Payroll Specialists.
Monitor the volume, nature and resolution of payroll queries.
Maximise team performance in accordance with SOPs and established procedures.
Monitor payroll accuracy and account reconciliations.
Identify development and training requirements.
Support the growth and development of employees within the payroll team.
Establish, maintain and improve working procedures and processes.
Conduct performance reviews and provide constructive feedback.
Perform supervisory activities, including performance management and disciplinary processes in accordance with company policy.
Make appropriate hiring and selection recommendations where required.
KPIs / What Success Looks Like:
Team performance is monitored consistently.
Performance issues are identified and addressed promptly.
Team members meet required standards and deadlines.
SOPs and working procedures are consistently followed.
Staff development plans and training requirements are identified and implemented.
3. Housekeeping and Compliance
Responsibilities:
Review, understand and comply with company policies and procedures.
Adhere to company culture and values.
Participate in company projects and initiatives.
Ensure payroll information and records are maintained in accordance with statutory and company requirements.
Maintain appropriate document control and filing systems.
Ensure payroll information is readily available for internal and external audit requirements.
KPIs / What Success Looks Like:
Company policies and procedures are consistently followed.
Payroll records are complete, organised and compliant.
Confidential information is appropriately secured.
Audit requirements are met.
4. Cleanliness and Work Environment
Responsibilities:
Maintain a neat, organised and professional working environment.
Ensure documents and payroll information are securely managed.
Maintain an environment conducive to constructive and efficient workflow.
Ensure confidential documents are not unnecessarily exposed or accessible to unauthorised persons.
KPIs / What Success Looks Like:
Work areas and documentation are neat and organised.
Confidential information is appropriately protected.
The department maintains a professional and efficient working environment.
5. DECISION-MAKING CRITERIA
1. Cost
Ensure weekly and monthly payrolls are accurate, monitored, checked and appropriately authorised.
Minimise financial losses arising from payroll errors, overpayments and underpayments.
2. Risk
Minimise the risk of incorrect employee information, payroll calculations and payments.
Ensure appropriate controls and quality checks are in place.
Maintain a high level of attention to detail and accuracy.
Ensure confidential employee information is protected.
3. Efficiency
Ensure timely processing of wage and salary payrolls.
Meet statutory, payroll and internal deadlines.
Complete reconciliations accurately and timeously.
Ensure payroll information is obtained and processed efficiently.
4. Resourcing
Allocate appropriate resources to ensure effective processing and management of payroll.
Distribute workload effectively among Payroll Specialists.
Identify resource constraints and escalate them to the Payroll Manager where necessary.
6. MINIMUM REQUIREMENTS / QUALIFICATIONS AND EXPERIENCE
Certificate / qualification in SAGE VIP or equivalent payroll system.
Relevant payroll qualification or experience would be advantageous.
Knowledge and understanding of MIBCO requirements.
Proficiency in Microsoft Office, particularly Excel.
Proficiency in payroll software and supporting systems.
High school diploma / Grade 12 or equivalent.
Previous supervisory or team management experience in a payroll environment.
Practical experience in payroll administration, reconciliation and processing.
Experience working with time-and-attendance systems.
Knowledge of South African payroll legislation and statutory requirements.
7. COMPETENCIES REQUIRED
Knowledge
Knowledge of South African labour legislation and regulations.
Knowledge of the Labour Relations Act and Basic Conditions of Employment Act.
Knowledge of SARS PAYE requirements.
Knowledge of payroll processing and administration.
Working knowledge of SAGE VIP.
Knowledge and practical understanding of ESS.
Knowledge of time-and-attendance software.
Knowledge of MIBCO requirements.
Understanding of payroll reconciliations and financial controls.
Understanding of employee lifecycle processes and their impact on payroll.
Skills
Excellent verbal and written communication skills.
In-depth understanding of human resources and labour requirements.
Meticulous attention to detail.
Strong numeracy and analytical skills.
Working knowledge of payroll software.
Working knowledge of time-and-attendance software.
Strong organisational skills.
Strong planning and time-management skills.
Ability to plan and prioritise tasks effectively.
Knowledge and understanding of compliance requirements.
Strong interpersonal and customer-service skills.
Strong teamwork and people-management skills.
Deadline-driven approach.
Accurate account balancing and reconciliation skills.
Ability to maintain payroll information and records in accordance with statutory requirements.
Ability to support internal and external audit queries and requests.
Natural leadership ability.
Effective multitasking ability.
Team management experience.
Accounting and finance skills.
Strong problem-analysis and problem-solving ability.
Risk assessment and decision-making skills.
High level of honesty, integrity and discretion.
Ability to work effectively under pressure.
8. ATTITUDE / BEHAVIOURAL REQUIREMENTS
1. Customer Service
Demonstrates a strong commitment to meeting the needs of employees and internal departments.
Responds positively and professionally to payroll requests and queries.
Is committed to improving and implementing effective methods of administering payroll and HR-related processes.
Demonstrates a willingness to understand and address departmental and employee needs.
Maintains a positive and service-oriented approach.
2. Positive Attitude
Maintains a positive and constructive attitude towards the company, department and employees.
Strives to resolve queries accurately and within required timeframes.
Remains calm and professional when dealing with pressure, conflict and challenging situations.
Demonstrates resilience and the ability to function efficiently under pressure.
Goes the extra mile to ensure work is completed accurately and on time.
Listens to queries and complaints and seeks to guide and assist employees constructively.
Seeks to have a positive impact on challenging situations.
3. Honesty, Trustworthiness and Integrity
Demonstrates honesty, integrity and trustworthiness at all times.
Maintains strict confidentiality regarding employee and company information.
Accepts responsibility for errors or mistakes and takes appropriate corrective action.
Identifies the root cause of errors and implements preventative measures to minimise recurrence.
4. Target and Deadline Driven
Demonstrates a strong commitment to achieving agreed targets and deadlines.
Plans work effectively to ensure payroll deadlines are consistently achieved.
Provides recommendations and implements improvements to enhance turnaround times.
Takes accountability for both individual and team deliverables.
5. Respect
Treats all employees with dignity and respect, regardless of background or circumstances.
Maintains professional relationships even when there are differences of opinion.
Builds positive and constructive relationships with employees and colleagues.
Respects the company's management structure and chain of command.
Demonstrates professionalism in all interactions.
6. Lead by Example
Consistently follows company policies, procedures, culture and guidelines.
Leads through personal example, behaviour and accountability.
Encourages team members to perform to the best of their abilities.
Listens to team members and considers their contributions and recommendations.
Encourages continuous improvement and shared accountability.
Demonstrates the standards of accuracy, confidentiality, professionalism and integrity expected from the payroll team.
9. JOB TOOLS / SYSTEMS
The role may utilise the following systems, tools and resources:
Workstation / computer equipment
System access and access-control systems
Payroll dashboard / reporting dashboard
SAGE VIP
MIE ESS
Time-and-attendance systems
Microsoft Office / Microsoft Excel
Sage Knowledgebase
Supporting payroll and HR systems
Company SOPs, policies and payroll documentation
10. SUPPORT FROM
The Payroll Supervisor may receive support from:
Direct Manager
Payroll Manager
HR / IR Manager
Own Payroll Team
Finance / Accounting Department
External resources / service providers
Other relevant departmental managers
Payroll system / technical support
Bargaining council or relevant external stakeholders, where applicable
11. SKILLS AUDIT
Skill / Competency Yes No
Payroll processing ☐ ☐
SAGE VIP ☐ ☐
MIE ESS ☐ ☐
Time-and-attendance systems ☐ ☐
Payroll reconciliation ☐ ☐
Microsoft Excel ☐ ☐
Labour legislation ☐ ☐
BCEA knowledge ☐ ☐
Labour Relations Act knowledge ☐ ☐
SARS PAYE ☐ ☐
MIBCO knowledge ☐ ☐
Team management ☐ ☐
Performance management ☐ ☐
Problem solving ☐ ☐
Risk assessment ☐ ☐
Financial / accounting skills ☐ ☐
Communication skills ☐ ☐
Customer service ☐ ☐
Audit and compliance
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