HR/Payroll Compliance Officer

JOB SUMMARY

Reporting to the HR Operations Manager, the Payroll and HR Compliance Officer is responsible for the HR Payroll Processing, Employee Benefits, Payroll administration and HR Compliance in accordance with local law and Marriott International Policies and Procedures.

CANDIDATE PROFILE 

• Education and Experience
• Related tertiary qualification
• 2 years experience in a similar role 
• Knowledge on SAGE Premier advantageous.
• Strong understanding of HR and payroll processes and related legislation.
• Excellent communication and organizational skills.
• Ability to handle multiple tasks and work under pressure.
• Proficiency in excel

CRITICAL WORK ACTIVITIES

Administration

• Maintain confidentiality and security of employee and property records, files, and information.
• Ensure accurate maintenance of all employee records and files 
• Answer phone calls and record messages.
• Create and type office correspondence using computer.
• Create and maintain filing systems.
• Generate Human Resources data reports as required or as requested.
• Serve as Human Resources subject matter expert and participate on project teams.
• Quarterly submission of Stats SA 

Payroll

• Manage payroll processes, including capturing, updating, and reconciling payroll data. 
• Administration and submissions of Workman`s Compensation
• Issuing of confirmation of employment letters
• Issuing of all department of Labour forms to employees i.e UI19, Maternity leave, illness benefit forms 
• Processing new hires, promotions and terminations. 
• Conduct payroll input meetings with Heads of Departments, consolidate input sheets, reconcile discrepancies, maintenance of payroll records. 
• Collaborate with finance for payroll-related matters and ensure compliance with tax regulations
• Administrating, capturing and monitoring of leave on the VIP system
• Leave management: maintain accuracy of leave records, monitor leave accruals, balances and planners.
• Reconciling payroll and providing HR department and Finance department with payroll audit sign off reports and month end reports
• Submitting EMP201, UIF declarations to Department of Labour on a monthly basis
• Issuing of payslips to employees
• Issuing of IRP forms to employees
• Capturing of tax directives of VIP system
• Assist staff with payroll queries

Compensation

• Support processing and maintenance of payroll records in accordance with policies and procedures, as necessary. 

Employee Benefits - Medical Aid, Medical Insurance and Wellness

• Ensure all current and new employees are registered on medical aid or Medical insurance 
• Ensure correct contribution is paid according to company policy and medical aid billings
• Escalate all billing related medical aid queries
• Assist with Hotel Wellness day
• Issuing of membership certificates and cards
• Administrating medical aid cancellations and amendments
• Employee Wellbeing counselling referrals

Employee Benefits - Provident Fund

• Ensure all current and new employees are registered on provident fund
• Ensure correct contribution is paid according to company policy and 
• Reconcile and balance monthly provident fund billing reports
• Provide benefit updates to employees
• Administrating of all provident fund withdrawals on the online portal

Employee Benefits –Broker Liaison             

• Quarterly Committee meetings relating to Provident Fund 
• Planning of annual provident fund information sessions
• Planning of medical aid annual renewal sessions
• Liaison with Medical Aid Brokers on a monthly basis and as required 
• Liaison with Employee Wellness Partners – referrals and quarterly utilization reporting
• Complete all daily duties as set out in departmental duties and requirements.

HR Compliance

• Generate Human Resources data reports including the collation of monthly, quarterly and annual statistics. 
  • Monthly – Mhub data, EE statistics, BSC Data, Turnover stats,
    • Quarterly – Stats SA
    • BI-annual – EMP501 
    • Annual – Cathsseta Employee data, Employment Equity data, HIRG Data and submission 
• Work closely with HR management to champion and ensure compliance for ISRA audit, BSA audit, Employment Equity Report, Cathsseta Audit and HR Audit.
• Assist in the development and documentation of HR policies. Compile and submit Employment Equity Plans and skills reports.

Communications and Relations

• Respond to questions, requests, and concerns from employees and management regarding Compensation & Benefits, policies and guidelines.
• Post all necessary legal or regulatory notices related to Compensation & Benefits in view of all employees as required by law.
• Assist and support management and the leadership team with handling and resolving Compensation & Benefits issues.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Protect the privacy and security of guests and coworkers.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors.

Maintaining Employee Relations

• Assists in maintaining effective employee communication channels in the property (e.g., develops daily communications and assists with regularly scheduled property-wide meetings).
• Reviews progressive discipline documentation for accuracy and consistency, and checks for supportive documentation and is accountable for determining appropriate action.
• Utilizes an “open door” policy to acknowledge employee problems or concerns in a timely manner
• Ensures employee issues are referred to the Department Manager for resolution or escalated to the Director of Human Resources/HR Manager.
• Partners with Loss Prevention to conduct employee accident investigations, as necessary.
• Communicates performance expectations in accordance with job descriptions for each position.

Communication

• Talk with and listen to other employees to effectively exchange information.
• Speak to guests and co-workers using clear, appropriate and professional language.
• Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.