POSITION: Payroll Officer RESPONSIBLE TO: Payroll Team Leader DIRECT REPORTS: Nil KEY RELATIONSHIPS: General Manager Business Support General Manager Quality People & Property Operations Manager People & Culture Human Resources Assistant Management Accountant Accounts Assistant Manager IT & Business Capability Cootharinga Service Managers Cootharinga Staff JOB PURPOSE: Assist in the provision of accurate and timely payroll functions including accurately collate and process Coothainga staff pay details ensuring statutory compliance; assist the finance section as required. Provide relevant staff information to Senior Management. C:\Users\Ankur.Verma\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\W0EKZCXX\Payroll Officer (3).docx Page 1 of 5
DUTIES OF PAYROLL OFFICER: 1. Assist with the accurate and timely preparation, calculation of award interpretation, input and payment of staff pays. 2. Ensure all payroll data is accurately costed and posted to the general ledger. 3. File and maintain all payroll records as required. 4. Liaise with staff on relevant pay matters. 5. Assist with the preparation of end of month reports and reconcile these with the Accounts Assistant as required. 6. Assist with the preparation of monthly payroll deductions within statutory timeframes as required. 7. Ensure PAYG Withholding Superannuation requirements are met. 8. Assist with the provision of relevant payroll information as required. 9. Assist with Payment Summaries obligations. 10. Maintain staff hours worked records for increment purposes as required. 11. Ensure accuracy of staff leave entitlements on a monthly and annual basis. 12. Develop, use and maintain accurate spreadsheet, database, computerised accounting and payroll systems as required. 13. Comply with Workplace Health and Safety requirements. 14. Assist with Payroll information sessions during induction of new employees. 15. Other duties as required by the Payroll Team Leader or as otherwise directed by the General Manager Business Support. C:\Users\Ankur.Verma\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\W0EKZCXX\Payroll Officer (3).docx Page 2 of 5
FUNCTIONS 1. Assist the Payroll Team Leader with payroll functions. i) Accurately collate, calculate and input all payroll data and produce payroll reports for staff pays every Monday of support and administration payroll week s or as required and transmit EFT by time specified by Commbiz Procedure. ii) Ensure that payroll is processed in accordance with all relevant industrial agreements. iv) Ensure all input staff hours are reconciled to timesheets and summary sheets. Ensure the accuracy and consistency of TCM and Attaché data for integration purposes. 2. To ensure that PAYG and other deductions from pays and Superannuation contributions are paid on time. i) Produce monthly reports and data files within three working days of the end of the month for all staff deductions and contributions to be paid. ii) Ensure that PAYG and other deductions and superannuation contributions payments are made in line with ATO deadlines or other required timeframes. Ensure that annual PAYG lodgements are made in line with ATO deadlines. 3. To provide accurate information for the Accounting section. i) Ensure salary costings are coded correctly at the time of input and all data postings to the general ledger are carried out within four working days of the end of each pay fortnight. ii) Calculate and prepare monthly accruals for annual, sick and ADO within 3 days of the month end; Calculate and prepare end of financial year accruals for staff wages, annual, sick, ADO and long service leave by 14 July. C:\Users\Ankur.Verma\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\W0EKZCXX\Payroll Officer (3).docx Page 3 of 5
FUNCTIONS 4. Reconcile and distribute Payment Summaries. i) Payment summaries to be balanced and posted by 14 July. ii) ATO data files to be lodged in accordance with due date. 5. Provision of payroll data reporting i) Provide monthly, fortnightly and adhoc HR and management reports as required. 6. Implement system improvements i) Actively engage in the process of continuous improvement of systems and functions to enhance productivity and efficiency. 7. Maintain efficiency of the position i) Assist in the maintenance of a weekly and monthly duty manual including a work timetable to be updated and presented to the General Manager Business Support within one week of the end of each quarter. ii) Maintain a filing system that can be readily accessed by the staff. 8. Comply with the Cootharinga Accounting Manual procedures. 9. Be familiar with and implement Workplace Health and Safety regulations relating to area of responsibility i) Use of documented procedures i) Use of appropriate written reporting procedures. ii) Use of appropriate safe lifting methods. Demonstrate an adherence to safe working practices. iv) Attend the Annual Staff Conference at least once every two years......... Payroll Officer Signature (Please print full name) Date......... General Manager Business Support Signature (Please print full name) Date C:\Users\Ankur.Verma\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\W0EKZCXX\Payroll Officer (3).docx Page 4 of 5
SELECTION CRITERIA FOR PAYROLL OFFICER: ESSENTIAL 1. At least 5 years experience in processing end to end payroll functions, including Induction process for new employees. 2. Proven ability to interpret, understand and implement complex agreements and other industrial agreement conditions to payroll data entry. 3. Accurately input a high volume of timesheet data on a weekly basis. Maintain and manage data in payroll systems to ensure data integrity and to provide quality payroll services to customers. 4. Maintain personnel and payroll files/records in keeping with policy requirements and audit guidelines. 5. Experience with MS Office Excel and Outlook. 6. Analyse and resolve problems associated with payroll services through the validation, verification and auditing of data 7. Effectively and confidentially resolve payroll related enquiries, either in person or by telephone. 8. Ability to communicate effectively, verbally and in writing 9. Demonstrated literacy, numeracy, accuracy and attention to detail and proven ability to manually calculate backpays, increments and termination pays. 10. Ability to work within a team environment and to meet regular established deadlines within designated timeframes to ensure team outcomes are achieved. 11. Basic understanding of Workplace Health and Safety, Equal Employment Opportunity and anti-discrimination practices and behaviours as applied in the working environment. 12. Willingness to learn and develop new skills within the Finance section. 13. Current C Class Drivers Licence, acceptable under Queensland Legislation. DESIRABLE 1. Tech One experience 2. Experience in importing/exporting of data into accounting systems. C:\Users\Ankur.Verma\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\W0EKZCXX\Payroll Officer (3).docx Page 5 of 5