Job Summary
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
