Accounting Staff  

The Payroll Assistant 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

Minimum Qualifications

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