PAYROLL OFFICER
Responsible for employee timekeeping, payroll processing, statutory compliance, employee records, and payroll-related support. The role ensures that employee pay and records are accurate, complete, timely, confidential, and compliant with company and government requirements.
Key Responsibilities:
Timekeeping Administration
- Monitor and validate employee attendance, work schedules, overtime, leaves, absences, tardiness, undertime, and holiday work.
- Review timekeeping records against approved schedules, leave forms, overtime approvals, and supporting documents.
- Coordinate with employees, supervisors, and business unit representatives to resolve attendance discrepancies and pending approvals.
- Ensure complete and validated attendance data is submitted within payroll cut-off schedules.
- Identify recurring timekeeping issues and recommend process improvements.
Payroll Administration
- Prepare and process regular payroll based on approved attendance, employee movements, salary changes, allowances, incentives, deductions, and other payroll inputs.
- Prepare and validate final pay computations, including unpaid salaries, unused leave credits, deductions, benefits, and other applicable payables.
- Process salary adjustments, promotions, transfers, retroactive payments, overtime, holiday pay, incentives, deductions, recoveries, and other payroll transactions.
- Maintain accurate payroll records, employee bank details, compensation information, tax status, and statutory data.
- Prepare payroll registers, variance reports, final pay summaries, payroll cost reports, and other required reports.
- Reconcile payroll outputs with approved inputs, bank crediting files, accounting records, and statutory reports.
- Investigate and resolve payroll discrepancies and ensure payroll and final pay are released on time.
Employee Records Management
- Maintain accurate and confidential employee 201 files, digital records, employment documents, movement records, benefits documents, and personal information.
- Update employee records based on approved movements, status changes, benefits updates, and changes in personal information.
- Prepare employment certifications, letters, and other employee documents as needed.
- Ensure proper filing, storage, retrieval, retention, and disposal of employee records in line with company policies and data privacy requirements.
- Provide employee records and data for authorized reports, audits, compliance reviews, and management requirements.
Statutory Compliance
- Compute and process government-mandated deductions, including SSS, PhilHealth, Pag-IBIG, withholding tax, and other required deductions.
- Prepare statutory remittance files, schedules, reports, and supporting documents.
- Coordinate with Finance on payments, postings, reconciliations, and proof of remittance.
- Support year-end tax annualization and the preparation of BIR Form 2316.
- Ensure payroll practices comply with applicable labor, tax, statutory, and company requirements.
Employee Support
- Respond to employee concerns regarding salary computations, deductions, payslips, taxes, statutory contributions, and payroll adjustments.
- Review payroll concerns against attendance records, payroll data, approvals, and supporting documents.
- Provide clear and professional explanations while maintaining confidentiality.
Payroll Systems and Process Controls
- Maintain payroll system records, employee data, payroll parameters, and processing requirements.
- Support payroll system testing, data validation, process migration, and system enhancements.
- Identify process gaps, recurring errors, control issues, and opportunities for automation or simplification.
- Ensure compliance with approval workflows, documentation standards, data privacy requirements, and confidentiality protocols.
- Prepare payroll documents and reports required for audits, compliance reviews, and management validation.
- Support the updating of payroll policies, procedures, forms, and process documentation.
Qualifications:
- Bachelor's degree in Human Resources, Accounting, Finance, Business Administration, or a related field.
- At least 3-5 years of experience in payroll processing, timekeeping administration, employee records, or a related HR or Finance function.
- Working knowledge of Philippine payroll regulations, labor standards, taxation, and statutory requirements.
- Experience in payroll, final pay, government contributions, and year-end tax annualization.
- Proficiency in Microsoft Excel and payroll or HR information systems.
- Strong numerical, analytical, reconciliation, and problem-solving skills.
- High level of accuracy, attention to detail, integrity, and confidentiality.
- Strong communication and coordination skills.
- Ability to manage deadlines and handle sensitive employee information responsibly.
What We Are Looking For:
- Detail-oriented and highly organized
- Dependable and deadline-driven
- Analytical and process-focused
- Professional and service-oriented
- Committed to accuracy, confidentiality, and compliance
