Payroll Specialist

Position Summary

The Payroll Specialist is responsible for processing employee payroll accurately and on time, validating attendance and timekeeping records, computing salaries and applicable deductions, and maintaining payroll documentation. The role ensures compliance with applicable Philippine labor laws, tax regulations, and statutory contribution requirements while safeguarding the confidentiality of employee compensation information.

Key Responsibilities

A. Payroll Processing and Computation

• Process regular and special payrolls accurately and within established deadlines.
• Compute employee salaries, overtime, holiday pay, night differential, allowances, incentives, commissions, and other applicable earnings based on approved records and company policies.
• Calculate authorized deductions, including absences, tardiness, undertime, loans, and other applicable deductions.
• Process final pay computations, including applicable leave conversions, prorated compensation, and other authorized adjustments.
• Review payroll registers and supporting documents to ensure the accuracy and completeness of payroll calculations.
• Coordinate payroll adjustments resulting from salary changes, promotions, transfers, regularization, and other approved employee movements.

B. Timekeeping and Attendance Management

• Review and validate employee attendance, timekeeping records, overtime, leave applications, and other payroll-related information.
• Coordinate with HR, department heads, and supervisors to resolve attendance discrepancies and missing records.
• Monitor the timely submission and approval of timekeeping documents.
• Ensure that payroll computations are based on approved attendance records and applicable company policies.
• Maintain accurate records of payroll-related attendance adjustments.

C. Statutory Contributions and Tax Compliance

• Calculate and process applicable employee and employer contributions to SSS, PhilHealth, and Pag-IBIG in accordance with current requirements.
• Prepare and maintain payroll-related withholding tax computations and records.
• Assist in the preparation and submission of applicable statutory reports and employee tax documents, including BIR Form 2316.
• Monitor changes in applicable labor, tax, and statutory contribution requirements affecting payroll.
• Coordinate with relevant agencies and internal departments to resolve payroll-related statutory concerns.

D. Payroll Disbursement and Reconciliation

• Coordinate with Treasury and Finance to facilitate timely salary disbursement through approved payment channels.
• Prepare payroll summaries, bank payment files, and supporting disbursement documents as required.
• Reconcile payroll registers against approved payroll records and payment reports.
• Investigate and resolve payroll discrepancies, failed salary credits, and employee payment concerns.
• Ensure that payroll adjustments and corrections are properly authorized and documented.

E. Employee Records and Payroll Documentation

• Maintain accurate and updated payroll records, employee compensation details, and supporting documents.
• Ensure that salary adjustments, deductions, and other payroll changes are supported by approved documentation.
• Prepare payroll reports and summaries for HR management, Finance, and other authorized stakeholders.
• Maintain organized and audit-ready payroll files and records.
• Safeguard the confidentiality of employee personal information, salaries, and other sensitive payroll data.

F. Employee Assistance and Coordination

• Respond to employee inquiries regarding salary computations, payslips, deductions, benefits, and statutory contributions.
• Explain payroll-related matters clearly and professionally while maintaining confidentiality.
• Coordinate with HR, Finance, Treasury, and department supervisors to address payroll concerns.
• Assist in resolving discrepancies involving employee compensation and payroll records.

G. Internal Controls and Process Improvement

• Ensure compliance with company payroll policies, established procedures, and applicable legal requirements.
• Maintain proper authorization and documentation for payroll changes and adjustments.
• Assist in payroll audits and provide supporting documents requested by authorized auditors.
• Identify opportunities to improve payroll accuracy, efficiency, and processing timelines.
• Support the implementation and maintenance of payroll systems, timekeeping tools, and automated reporting processes.

H. Other Responsibilities

• Perform other payroll and HR-related tasks as assigned by the immediate supervisor.
• And any duties that may be assigned from time to time

Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources Management, Business Administration, or a related field.
• At least 2–4 years of relevant experience in payroll processing, timekeeping, compensation administration, or a related function.
• Strong knowledge of payroll computation, Philippine labor standards, statutory contributions, and payroll-related tax requirements.
• Experience handling payroll adjustments, attendance validation, employee deductions, and payroll reconciliation.
• Proficient in Microsoft Excel and payroll or HRIS systems.
• Strong numerical, analytical, and problem-solving skills.
• High attention to detail and accuracy in handling payroll calculations and records.
• Good communication and coordination skills.
• Able to manage confidential information with integrity and discretion.
• Capable of meeting strict payroll deadlines and handling multiple priorities.
• Experience in healthcare, retail, pharmacy, or multi-site operations is an advantage.