VACANCY: PAYROLL AND INVOICING OFFICER
Job Purpose:
To process the payment of salaries and other compensation to all employees, undertake invoicing and payroll processes, maintain payroll and invoicing records and manage the Accounts Receivable process all within established deadlines therefore contributing to the overall liquidity and profitability of the Kenson Group of Companies.
Accountabilities:
1. Meet deadlines and targets for all payrolls.
2. Submit invoices on a timely basis and ensure collections as scheduled
3. Maintain payroll and invoicing files up to date and easily retrievable
Role Specific Key Performance Indicators – Key Metrics:
1. Respond to queries within one (1) day of receipt of complaint or identification of problem.
2. Process payroll within specified timeframe with no errors.
3. Reconciliation of accounts on a monthly basis.
4. File all documents by the 15th day of the following month.
Summary Decision Rights:
1. Workflow in the department
2. Work assignments to employees
3. Payments within delegated authority
Role Specific Work Processes and Standards:
1. Maintain the effectiveness of the payroll function by liaising with employees, collecting, updating and calculating data.
2. Ensure the accuracy of calculations by checking timesheets, entering changes in information, verifying information and printing reports.
3. Ensure the maintenance of accurate records by collecting and analyzing information to resolve payroll discrepancies and balance payroll accounts.
4. Prepare reports for the generation of payroll cheques by compiling summaries of earnings, taxes, statutory deductions and employee medical contributions.
5. Provide current and historical reference by filing and maintaining all salary, overtime and other records such as payroll registers, deduction listings and employees’ summary reports.
6. Prepare, verifies, liaises with persons for required documentation and completes invoices for receivables. Further submit invoices by the agreed monthly deadline as outlined in client contract.
7. Submit accounts receivable report on a weekly basis and ensure outstanding balances kept within agreed levels.
8. Prepare and submit man hours reports on a monthly basis.
9. Prepare and submit monthly payroll reconciliation between Phoenix Pay & Peachtree general ledger accounts for NIS, PAYE, HS and employee medical deductions.
10. Prepare receipts for customer payments via Peachtree, further print and file.
11. Complete filling of employee information on NI claim forms for employees for submission to NIB.
12. Complete filling of employee information on Workmen compensation claim form, for further submission to
insurers.
13. Ensure payroll expenditure is matched with monthly billings and invoices and submit reports on the payroll journal.
14. Keep employees informed of earnings and deductions by preparing, printing and distributing payslips and preparing TD4 end of year reports for the processing of taxes.
15. Maintain excellent relations with all personnel by providing effective support, feedback and prompt attention to issues/problems identified.
16. Perform all other duties as required by the job function.
Qualifications and Experience:
1. Accounting qualification – Level II – CIMA, ACCA, CPA, CMA or BSc in Accounting
2. At least five (5) years’ experience in a payroll and invoicing environment.
3. Experience in the energy sector would be an asset.
Competencies and Knowledge
1. Computer Literacy (MS Office Suite)
2. Task and detail oriented
3. Supervisory & Communication Skills
4. Good interpersonal skills (Customer service and client relationship management)
5. Familiarity with accounting software, e.g. Peachtree and proficiency in Excel, MS suite.
6. Integrity and ethics
Interfaces and Key Meetings:
• Middle and Senior level Executive Management across the Company.