Payroll Officer

Job Description

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