Payroll Assistant

Payroll Assistant

Area: Montague Gardens, Cape Town

Salary: R18000 to R2200 p/m depending on experience and qualifications

Purpose of the positions: To support the Payroll Administrator in collecting and processing of payroll data; assisting employees with queries; to maintain all payroll and personnel records and to maintain a human resource Information system

Duties:

• Daily checking of Eco-Time Error Reports and Absenteeism
• Monthly checking of Eco-time timesheets for attendance, overtime, short time etc.
• Reconcile time sheets with attendance register and ESS leave system to ensure accuracy
• Drafting training material for Eco-Time tasks and training staff were required
• Maintain staff records on Eco Time ensuring correct work rules are loaded
• Authorisation of leave applications on ESS
• Register new employees on ESS and load where applicable
• Reset users on ESS
• Prepare new employee on-boarding pack;
• Courier with Memo to branches in advance
• Contact the new employee in advance to sign POPI Consent, IT Access and Policies
• Load Employee on Eco-Time if applicable and ensure biometric data is loaded
• Take employee photo and load on VIP
• Finalise forms/contract and other records as specified in the “New Employee Checklist”
• Load new employees on VIP
• Complete the termination process as specified in the “Termination Checklist”
• Set up personnel files
• Maintain employee files and general payroll filing in a neat and tidy state, and updated.
• Records filed in chronological order.
• •Gather and collate data for input, with all supporting documentation
• Do data input and effect changes to payroll ensuring all supporting authorisations have been
• done
• Check “Memo List’ monthly and contact Managers/Supervisors to advise when FTC’s and Probation expires
• Ensure that Competency Declarations are submitted when probation expires OR advice HR if an “Action Plan” is required
• Attend to all payroll queries from employees
• Educate new employees on Pension/Provident Fund and Medical Aid Options
• Dealing with day to day pension/provident fund queries
• Assisting with administration and queries on Discovery Health Medical Scheme
• Assisting with annual plan changes on DHMS
• Processing funeral, death, disability and SIB Claims
• •
• Check and process weekly Canteen Order Sheets. Make copies and deliver to Canteen.
• Keep list of Payroll Deduction Dates up to date and posted on the notice board in the Canteen
• Prepare monthly Payment Request for Finance and make copies for Payroll Input
• Contact Managers for signature on Catering Orders
• Attend to employee queries
• Check monthly Savings and Loan Applications and compare totals in VIP
• Draft list of loans for signature from committee
• Provide banking details for monthly pay outs to Finance
• Reconcile applications for Loans and Withdrawals to Monthly Bank Statement
• Update Excel Spreadsheet with details from Bank Statement and FIHRST payments
• Attend to employee queries
• Keep rules for Savings & Loan Scheme up to date
• •
• Assist with Annual Projects: Beneficiary Nomination Forms, Pension Fund Investment choice, Provision for tax, EE Data, WSP data etc.
• Get involved in any ad hoc projects as required

Requirements

• Minimum Grade 12 with Payroll training/ Certification
• Eco-Time & VIP Payroll experience
• Microsoft Office, Word & Excel
• 3 – 5 years’ payroll experience

Should have:

• Analytical skills
• Exceptional work ethic
• Sound time management and punctuality
• Self-motivated
• Organised
• Pro-active

The short-listed applicants will be tested on their skills related to:

• Timesheets
• Data capturing
• Use of Microsoft software
• Numerical Skills