Senior Clerk

Our Remuneration and Benefits department is looking for a competent Senior Clerk to join their team. You will be responsible for the daily administrative tasks pertaining to the administration of AVBOB employee benefits that includes ESS administration, UIF, leave, long service and maternity benefits

You will be working for a well-established company with strong values. In exchange for your services, you will receive a competitive compensation package. You will be joining an organisation that values employee development and rewards excellent performance.

YOUR RESPONSIBILITIES WILL INCLUDE THE FOLLOWING:

ESS Administration

• Load all employees as ESS users, provide access to ESS for first-time users
• Manage leave approvers and impersonators on the ESS system.
• Reset passwords for all employees including Industries on the ESS system. Assist employees with ESS related queries, and requests and follow up with ICT should there be technical problems that they require assistance with.
• As the final leave approver for the leave of general employees, scrutinise leave applications by applying the leave policy guidelines. Escalate queries to the appropriate leave approver and follow up until resolved.
• Notify the pension department and other stakeholders of sick absences longer than 10 days for potential disability claim purposes.
• Note unpaid leave applications for payroll deductions.

Leave administration

• Responsible to handle leave queries and adjust leave balances where necessary. (e.g. cancellation of approved leave or amendment after a leave recon).
• Check that all new appointees are linked to the correct leave rule on the HR information system. Responsible for the preparation of a leave recon in order to instruct the payroll department on leave days to be paid out.
• Updating leave records for audit purposes: requesting and saving leave documentation not attached to ESS transactions to employee records, noting discrepancies and follow up with employees, test all leave requests to leave policy before finalisation of leave transaction on ESS.
• Validate all leave transactions received from Industries.
• Capture and all leave that were not applied for on ESS.
• Approve, process and instruct the payroll department on all unpaid leave in line with the policy on salary deductions.
• Work hand-in hand with absenteeism management advisors to curb the misuse and reporting of absenteeism trends.

Third party payments

• Accurately capture and reconcile all departmental payments and invoice orders on the production system according to GL code.
• Assist with preliminary deviation findings on monthly budget feedback in line with provided due dates concerning payments captured on the system.
• Correspond with the finance department on orders that have to be journalised or payment discrepancies as and when needed (Long service payments).
• Liaise with departments and compile quarterly expenditure reports of all GL codes to be sent to the Remuneration and Benefits Manager, the Remuneration Specialist, and the Benefits Specialist.
• Assist the Remuneration specialist and the Benefits Specialist with the budget figure for the long-service benefit for the following financial year.

Long Service

• Prepare the years (financial year) list of all employees qualifying to be recognised for long service awards, checking for interrupted service and old records. The list is distributed to all relevant role players to confirm validity.
• Receive all quotations for gifts. Request payments and reconcile against approved budget. Follow up on unclaimed long service gifts. All budgeted long service gifts that were not claimed in the financial year need to be reported to the Remuneration Specialist and the Benefits Specialist to be included in the new budget planning.
• Handle all queries on long service awards and give timeous feedback
• Prepare long service letters and distribute monthly to all qualifying individuals.
• Prepare certificates for framing and dispatch a copy of the letter and certificates to the relevant office for award purposes.

Pension validation for Financial Associates

• Receive and prepare pension validation requests to establish eligibility of Financial Associates to belong to the Pension Fund.
• Follow up with District Managers to make sure that they have received emailed Pension Benefit or Medical Aid validation reports and submit completed requests to payroll for the activation of pension benefits.

UIF admin and queries

• Administer the UIF documentation and certificate of service for terminated employees by running a report and populating documents.
• Ad-hoc UIF requests and other admin responsibilities as and when requested.
• Flag all terminations and maternity leave incidents on the payroll system and U-filing.

Maternity leave process

• Consult with qualifying employees on maternity benefits offered by the employer (in line with the approved maternity benefits policy) and handle all maternity-related queries.
• Collect and prepare all necessary documentation for the employee that will be going on maternity leave (Maternity leave agreement, UI19, UI2.7, salary schedule and doctors note, leave transaction, and on return the birth certificate) (Internal purposes and to claim UIF).
• Update the “going and returning”-schedule by confirming and following up with relevant department heads. Distribute the list on a monthly basis to the Department Head: Payroll.
• Prepare memos to inform the payroll departments of employees going on maternity leave; to pay out bonus leave days, and allocate bonus leave days in accordance with the policy to the qualifying individual.
• Schedule maternity information sessions.

Flowers and Biltong hampers

Ordering of Biltong / Flower hampers for employees that are in hospital as and when it is required by applying policy guidelines.

Ad-hoc tasks

• Standing in for team members on leave - assisting with assigned tasks.
• Assist the Pension department on a need be basis to process month-end payroll, disability assessments, and or death claims.

• Grade 12
• 1-2 years previous work experience in the relevant field.
• Studying towards a qualification in Human Resource Management, Industrial and Organisational Psychology is advantageous
• Practical experience of HR systems and software
• Experience in payroll administration.
• Knowledge of the BCEA, Payroll, Microsoft Office, Outlook.
• Knowledge of internal policies on company benefits

Information :

• Company : AVBOB
• Position : Senior Clerk
• Location : Centurion, Gauteng
• Country : ZA