Payroll Specialist

1. Job Purpose

The Payroll Executive is responsible for the accurate and timely processing of employee payroll, maintaining payroll records, handling statutory deductions and compliance, and addressing employee payroll-related queries.

2. Key Responsibilities

A. Payroll Processing

• Process monthly payroll accurately and within the prescribed timelines.
• Collect and validate payroll inputs including attendance, leave, new joiners, resignations, increments, promotions, arrears, deductions, incentives, and other salary adjustments.
• Verify payroll inputs with HR and respective departments before processing.
• Ensure accurate calculation of Basic Pay, HRA, allowances, deductions, LOP, arrears, and other salary components.
• Process full and final settlements for employees leaving the organisation.
• Generate salary registers, payroll summaries, bank statements, and other payroll reports.

B. Statutory Compliance

• Ensure timely and accurate processing of PF, ESI, Professional Tax, TDS, Labour Welfare Fund, and other applicable statutory deductions.
• Coordinate with statutory consultants and relevant authorities wherever required.
• Maintain statutory records and payroll-related documentation.
• Support preparation and submission of statutory returns and reports.
• Ensure proper reconciliation of statutory liabilities and payments.

C. Attendance & Leave

• Coordinate with HR and department heads for monthly attendance and leave inputs.
• Verify attendance, late coming, permissions, leave, holidays, compensatory off, and LOP details.
• Ensure approved attendance-related adjustments are incorporated correctly into payroll.

D. Employee Payroll Support

• Respond to employee queries relating to salary, deductions, payslips, tax, PF, ESI, and other payroll matters.
• Generate and issue salary slips and other payroll-related documents.
• Assist employees with Form 16, tax declarations, investment proofs, and other payroll documentation.
• Maintain confidentiality of employee salary and personal information.

E. Payroll Reconciliation & Audit

• Reconcile payroll with HR records, attendance records, bank statements, and accounting records.
• Identify and rectify payroll discrepancies promptly.
• Coordinate with Finance and HR for payroll accounting and payment processing.
• Support internal, statutory, and external audits by providing required payroll records and reports.
• Maintain proper documentation and audit trails for all payroll transactions.

F. HR Coordination

• Coordinate with HR for employee master data, new joiners, transfers, promotions, increments, deputations, and exits.
• Ensure timely updating of employee salary and personal information in the payroll system.
• Support HR in preparing payroll-related MIS reports and management reports.
• Assist in implementing changes to payroll policies, salary structures, and statutory requirements.

3. Key Skills & Competencies

• Strong knowledge of payroll processing and statutory deductions.
• Good understanding of PF, ESI, Professional Tax and TDS.
• Strong numerical and analytical skills.
• Good knowledge of MS Excel and payroll software.
• Attention to detail and accuracy.
• Ability to maintain strict confidentiality.
• Good communication and interpersonal skills.
• Strong coordination and time-management skills.
• Ability to work under strict payroll deadlines.

4. Qualification & Experience

Qualification:

• Bachelor's degree in Commerce, Business Administration, HR, Finance, or a related discipline.
• Additional qualification in Payroll, HR, Finance, or Labour Laws will be an advantage.

Experience:

• 36 years of relevant experience in payroll processing.
• Experience in handling payroll for medium to large employee populations is preferred.
• Experience in an educational institution or corporate environment will be an added advantage.