Accounting Payroll Assistant  

The Payroll Assistant IV provides support to the Payroll Section by safekeeping and filing of payroll documents/materials, preparing monthly schedules for Credit Union as well as the Catholic Educational Association of the Philippines, Sickness Aid Plan, and Health Maintenance Organization , and preparing monthly absence/tardiness reports and summary of employee’s overtime. The position is also responsible in preparing certifications of government-mandated contributions, and sending-out employee’s Bureau of Internal Revenue Form 2316.

Main Duties and Responsibilities:
I. Payroll Support

• Attends to payroll inquiries and requests of stakeholders from various communication channels (e.g., window transactions, phone, email, etc.)
• Receives payroll materials from the University HR Operations Shared Services Office and other University units, and ensures proper filing/recording (e.g., scanning, filing, archiving, etc.) of documents in the CAO’s document management system
• Coordinates with other University Offices to facilitate the routing/endorsement of payroll/Office documents
• Prepares monthly schedule of deductions and facilitates the processing of payment/remittances to the Credit Union
  • Reconciles ledgers and prepares monthly schedule of deductions to concerned employees
  • Sends reconciled schedule and Payroll Deduction Remittance to the Credit Union, and prepares the CAO Payment System payment transaction
• Prepares reports on monthly schedule of deductions for submission to the HR
  • Reconciles ledgers and prepares reports on monthly schedule of deductions

II. Attendance Report and Overtime Summary

• Receives and checks leave application forms, and validates these with the Daily Time Record biometric report from the HR
• Prepares attendance and tardiness reports for checking of the Assistant Director, and the approval of the Director
• Submits attendance report to the HR, and the tardiness report to the Payroll Officer for implementation
• Receives overtime forms, determines applicable rates, and prepares summaries
  • Checks and collates received overtime forms, computes total overtime of employees, and determines corresponding rates

III. Government-Mandated Contributions and Requirements Support

• Receives and prepares certification of government-mandated (e.g., PhilHealth, Pag-IBIG, Social Security System contributions)
  • Receives requests and prepares certifications of government-mandated contributions of employees, for review of the Payroll Supervisor and the approval of the Director
  • Retrieves and reviews records/files to validate accuracy of information (e.g., contribution, dates, etc.) of active/inactive employees
• Prepares and sends-out employees’ BIR Form 2316, as scheduled/requested
  • Converts BIR Forms 2316 into the desired format, and collates and sends these out to employees

IV. Performs other duties as may be assigned by the immediate supervisor, or
any authorized representatives

Knowledge, Skills, and Abilities:

• Technical Acumen: Basic knowledge of accounting principles and practices
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Administrative: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, and workplace terminology
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Time Management: Managing one's own time and the time of others

Education and Experience Requirements:

• Bachelor’s degree graduate; Preferably in Accounting
• At least 1 year of relevant work experience