Job Description

Ensure that all permanent weekly paid employees and monthly wages are paid timeously.
ROLE AND RESPONSIBILITIES
Wage Keep & VIP Processing

• Ensure all hours for weekly permanent employees upload successfully from Jarrison into Wage Keep
• Ensure normal time and overtime hours are correctly processed on Wage Keep
• Verify overtime hours are authorised by the Manager on the Jarrison system
• Query unauthorised hours and overtime with the Manager to reduce unnecessary pay queries
• Weekly paid employees should be paid 45 hours per week; query deviations with the Manager
• Ensure all allowances (sleep out, crane, decanting, moffat, nightshift, dangerous goods) are correctly processed on Wage Keep & VIP
• Request petty cash vouchers as indicated on Jarrison
• Submit and obtain Manager authorisation for all hours and allowances by 10:00 am every Monday (earlier if notified by Outsource Payroll Manager)
• Escalate any late submissions to Payroll Manager
• Finalize all hours on Wage Keep by Tuesday 17:00
• Submit final Wage Keep report to Site Manager for approval before uploading hours into VIP
• Create batch files to import hours from Wage Keep into VIP by Wednesday afternoon
• Ensure Wage Keep reports balance with VIP for verification by Outsource Manager
• Capture all ad hoc wage inputs correctly on VIP (e.g., Acknowledgment of Debt, Garnishee & Maintenance orders, fines, Union deductions/cancellations)
• Provide reasons for employees with zero hours for the week
• Correct negative net wages before pay run
• Ensure weekend payments are filed correctly
• Print weekly pay slips and distribute on Thursday afternoon and Friday morning; attach flyers when required
• Assist with weekly wage filing

Payroll Processing

• Process weekly and monthly wages
• Query excessive overtime
• Ensure earnings and deductions are authorised by BU Manager
• Update BU changes on VIP and reporting Managers accurately
• Update pay points monthly
• Ensure deadlines are met
• Process Salvage Loans correctly
• Upload pay slips to ESS a day before pay day
• Print and distribute pay slips for employees without ESS access

Leave Applications

• Process annual, sick, and unpaid leave on VIP and NBCRFLI online system weekly
• Inform Site Managers of rejected NBCRFLI leave applications
• Ensure sick notes and family responsibility leave forms meet criteria with supporting documents
• Assist managers and employees with leave queries
• Apply for sick bonus once Council submits sick leave bonus report
• Ensure December/January leave applications are authorised by Divisional Director and processed before NBCRFLI deadlines

NBCRFLI On-Line Return

• Submit online return to Council by the 7th of every month

Filing

• Submit filing to Wages Filing Clerk weekly to avoid backlog
• Maintain clean offices; mark and file weekly wage reports clearly

General

• Work confirmations
• Uniform confirmations

COMPETENCIES Minimum Requirements

• Grade 12
• VIP Course
• At least 3 years experience with wages

Skills Required

• Strong administrative skills
• Organised
• Able to complete forms related to own working area
• Able to complete administrative procedures with necessary direction and systems

Personal Attributes

• Attention to detail
• Able to work under pressure
• Adaptable
• Sense of urgency
• Persistent

Knowledge

• VIP
• Microsoft Excel and Word
• Understanding of administrative procedures in own department
• Bargaining Council rules

Skills Required