Payroll Administrator - (FIN-L4.13)

Role responsibilities

Payroll Processing Administration

• Accurately prepare and process end-to-end payroll inputs, including new hires, terminations, salary changes, allowances, overtime, leave adjustments, deductions, garnishees, and benefits.
• Review and validate all payroll inputs for completeness, accuracy, and appropriate authorisation prior to processing.
• Execute payroll within defined payroll calendars, ensuring adherence to cut-off dates and service level agreements across multiple jurisdictions.
• Collaborate with internal stakeholders and external payroll providers to ensure timely and accurate monthly payroll delivery.

Payroll Data Integrity

• Maintain accurate payroll master data on payroll system.
• Reconcile payroll input against approved source documents and system records.
• Identify discrepancies, investigate root causes, and process corrective actions timeously.
• Ensure payroll records are complete, up to date, and securely maintained.

Statutory and Third-Party Administration

• Administer payroll-related statutory deductions and submissions, including tax, pension/provident fund, medical aid, UIF, or equivalent deductions as applicable.
• Prepare and validate schedules for statutory, benefit, and third-party payments, ensuring timely and accurate remittances.
• Support year-end payroll processes and distribution of tax and payroll-related reports.

Reconciliations and Controls

• Perform payroll reconciliations, including gross-to-net checks, variance analysis, leave-related input checks, and third-party balancing.
• Reconcile payroll reports to the general ledger and other finance records where required.
• Apply payroll controls to ensure compliance with internal audit and governance requirements.
• Escalate material discrepancies, control failures, or potential compliance breaches.

Employee and Management Support

• Provide responsive, professional payroll support to employees and managers within agreed service levels.
• Clearly explain payslip components, deductions, and payroll processes to enhance employee understanding.
• Support onboarding and offboarding processes from a payroll perspective, ensuring a seamless employee experience.
• Maintain strict confidentiality and integrity of employee payroll information at all times.

Reporting and Audit Support

• Prepare monthly, ad hoc, and statutory payroll reports.
• Maintain payroll supporting documentation.
• Support internal and external audits by providing required schedules, reconciliations, and records.

Minimum requirements

• Minimum 2+ years' payroll administration experience
• National Diploma in Finance or a related qualification
• Experience with payroll systems and HRIS platforms
• Working knowledge of payroll legislation, statutory deductions, and payroll controls
• Intermediate to advanced Excel skills
• Experience with reconciliations and payroll reporting

Skills

• Ms Office Proficiency: Word, Excel, PowerPoint and Outlook
• Communication and Customer Service: Communicates clearly and professionally when responding to payroll queries and supporting employees and managers.
• Payroll Processing: Applies practical knowledge of payroll cycles, inputs, deductions, leave adjustments, and terminations to support accurate payroll administration.
• Payroll Systems and HRIS Proficiency: Uses payroll systems, HR information systems, and spreadsheets effectively to capture, maintain, and report payroll data.
• Reconciliation and Payroll Controls: Performs payroll reconciliations and applies established controls to ensure compliance, accuracy, and audit readiness
• Numerical Accuracy : Works accurately with payroll calculations, deductions, and reconciliations to ensure reliable outputs.