Position Description Payroll Manager and System Administrator Vision: Mission: Values: Position & location: YSAS vision is for vulnerable young people to achieve optimal health and well-being through community and Government action that ensures maximum social and economic participation. YSAS Mission is to engage, support and strengthen vulnerable young people affected by drug and alcohol use, mental illness and social disconnection in order to improve their health, wellbeing and participation in the community. At YSAS our values are enacted through our commitment to social justice and human rights, acceptance, integrity and authenticity, harm reduction, empowerment, learning and evolving. Payroll Officer located at YSAS Head Office Fitzroy Period: Fixed term position to 30 th June 2016. Part-time or fulltime hours (30.4 to 38 hours per week/0.8 to 1.0 EFT) flexible start and finish times available. Remuneration: Responsible to: Direct reports: Key responsibilities: Position Objective: Annual Salary $65,363 to $75,497 (dependent of qualifications and experience) plus 9.5% super and attractive salary packaging CFO & Director of Business Operations Payroll Officer Payroll oversight and system and process administration. To provide technical support and advice regarding the YSAS current payroll systems and ensuring proper maintenance and configurations. To manage, direct, control and process the organisation s payroll and all other payroll related duties. 1
KEY RESPONSIBILITIES Payroll Management Coordination and management of end-to-end payroll function Manage and supervise direct reports within the payroll team. Assist with administering payrolls, month end consolidation and processing support as required. Provide technical support and advice in the maintenance and support of the Affinity system encompassing areas such as salary and wage payments, deductions, timereporting, sub-contractor processes, workers compensation and related areas. To ensure payroll systems remain fully operational at key processing and reporting times. Analysis and evaluation of complex technical payroll procedures, controls and information and documentation systems. Timely, complete and accurate payroll and related payments; Payroll activities Back up for fortnightly payroll processing, reporting and review and follow up of incorrect payments; Review and development of payroll policies and procedures, Assist staff with payroll related enquiries; Communicate with staff as required to ensure positive employee relations; Provide timely advice to staff in relation to employee benefits (i.e. maternity leave, long service leave, sick leave, and public holidays); Timely, complete and accurate payroll and related payments; <1% payroll errors; Complete supporting documentation; Staff payroll and entitlement enquiries responded to within agreed timeframes; System Administration - Affinity Oversight and maintenance of system administration tasks associated with payroll, the structure and design of the system; including Clever Forms, PA alerts, and Self Service. System errors are addressed in a timely manner 2
Resolve issues including configuration and/or customisation of the technical solution to meet staff needs and ensure quality service provision. Responsible for the coordination efforts between payroll, human resources, finance and other departments to ensure proper flow and maintenance of employee data (including preparation/distribution of detailed reports) Provide advice and recommendations on technical issues, system design and development, configuration, development of solution options and testing activities Provide advice and training to staff on use of Employer Self Service (ESS) and Manager Self Service (MSS) (e.g. timesheet entry and approval, reporting, leave requests, Clever Forms etc.) Liaise, consult and negotiate with internal and external stakeholders to ensure the ongoing effectiveness of the system. Improvements in staff satisfaction with Payroll (as reported through the Annual Staff Survey) All processes in the production of payroll are documented and reviewed regularly for compliance and best practice Error identification and fraud prevention process checkpoints are included throughout the processes and checklists Administration, Compliance and Reporting In consultation with internal stakeholders, develop and deliver regular metrics reports (e.g. head count, EFT, Ensure that appropriate payroll practices and procedures are followed, consistent with the relevant legislation; Ensure maintenance of employee personnel files and establishing new files. Maintenance and review of employee entitlements including sick leave, annual leave, TIL and long service leave records; Implement fortnightly reporting to managers and directors; Checking and auditing payrolls, ensuring legislative and award compliance and internal reporting requirements such as annual leave and long service leave. Breaches of employment legislation, award requirements, etc All processes and sub processes in the production of payroll are documented and reviewed regularly for compliance and best practice Timely and accurate completion of fortnightly, monthly and annual reporting; 3
Staff Management and Well-being Development of a high performance team by ensuring clear communication, involvement in decision making, and maintaining a positive team culture; Provide regular supervision to reporting staff to ensure quality products and maintenance of staff wellbeing; Undertake professional development reviews (PDR) of all staff annually; Grievances are acknowledged and addressed in line with YSAS policy Communication with team is clear and consistent Ensure staff meet the inherent requirements of their position and work within the mission and values of YSAS, free from discrimination, harassment and bullying; Prioritize workload requirements to ensure staff safety and wellbeing, including managing annual leave and TIL; Professional conduct Outcomes Demonstrated commitment to YSAS organisational values and priorities and provide highest ethical standards at YSAS: not only to young people in the communities we serve, but to co-workers and ourselves; Ensure confidentiality at all times Strong relationships are developed and maintained Staff Survey results Relationship management Represent YSAS in an ethical manner at all times; Liaise with Directors/Managers to ensure timesheets are correct and approved within determined timeframes. Work collaboratively with staff across the organisation; Liaise with external agencies (i.e. Affinity, Centrelink, etc.). Good working relationships with staff, managers and directors, Organisational needs understood; Staff survey results. 4
Qualifications, skills and other requirements Advanced skills in payroll computer systems, including payroll software and time and attendance systems. Knowledge of relevant acts, regulations, policies and agreements relating to payroll administration e.g. Award/EBA interpretation, compliance issues, segregation of duties, current trends and developments in payroll. The ability to meet deadlines. High level communication skills including preparation of clear concise instructions, manuals and reports. Ability to develop others in specialised payroll practices and procedures. Undergo a National Victorian Police Check; Please note: Prospective employees are advised that they must have their Employee Working With Children Check as a condition of employment. At least 2 years of payroll management experience. Key Selection Criteria 1. Relevant qualification and/ or significant experience in end-to-end payroll functions; 2. Advanced experience in payroll computer systems at an administrator level. Knowledge of Affinity would be an seen as an advantage; 3. Advanced computer skills in particular Word and Excel; 4. Demonstrated experience in developing and implementing processes and procedures for payroll functions; 5. Demonstrated time management and organisational skills, with an eye for detail and the competency to manage personal and team workload; 6. Well-developed interpersonal and communication skills including preparation of clear concise instructions, manuals and reports. 5