Payroll Specialist

The Payroll Specialist is responsible for ensuring accurate and timely processing of employee payroll, maintaining payroll records, and ensuring compliance with company policies and regulatory requirements. This role involves collaboration with HR, Finance, and other departments to handle payroll-related inquiries and resolve discrepancies efficiently.

Role Description

1. Payroll Processing:

·Process and verify payroll for employees on monthly basis, ensuring accuracy and timeliness.

·Ensure accurate calculation of salaries, wages, overtime, bonuses, incentives, and deductions such as Social Protection Fund (SPF) contributions, and other withholdings.

·Address payroll discrepancies and resolve issues promptly to maintain employee satisfaction.

2. Compliance and Documentation:

·Ensure payroll compliance with Oman labor Law and company policy.

·Maintain and update employee payroll records, and benefits documentation.

·Stay up to date with regulatory changes to ensure payroll practices align with legal requirements.

·Salary reconciliation involves comparing and verifying the salary payments made by the company to employees with the payroll records.

3. Employee Support:

·Respond to payroll-related inquiries from employees, providing clear and timely resolutions to their concerns.

·Assist in onboarding new employees by explaining payroll processes, payment schedules, SPF deductions, and benefits contributions.

·Educate employees on payroll policies and provide guidance on accessing payroll-related documents.

4. Auditing and Reporting:

·Conduct regular audits to ensure payroll accuracy, compliance, and reconciliation with financial records.

·Prepare detailed payroll reports for management, including headcount, payroll costs, SPF filings, variances, and other financial metrics.

·Work closely with finance and HR teams to ensure accurate reporting and budget forecasting.

5. System Maintenance:

·Maintain and update payroll systems/software with accurate employee data, pay structures, and deductions.

·Collaborate with IT and software providers for troubleshooting, system upgrades, and enhancements to improve payroll processing efficiency.

·Ensure data security and confidentiality in handling payroll records.

6. Benefits Administration Support:

·Coordinate with HR to integrate payroll with benefits programs, including pensions, health insurance, and leave balances.

·Ensure correct deductions and contributions for employee benefits are processed accurately in payroll calculations.

·Assist employees with benefits-related queries and ensure seamless payroll-benefits integration.

·Oversee the administration of employee benefits programs, including enrollment, changes, and terminations.

·Ensure compliance with government regulations related to employee benefits and payroll deductions.

·Collaborate with benefits providers to address employee concerns and improve program efficiency.

7. Full and Final Settlement:

·Process Full and Final Settlements (F&F) for employees exiting the organization, ensuring timely calculation of pending salary, leave encashment, gratuity, bonuses, and other dues.

·Deduct any outstanding loans, advances, or other recoveries before finalizing the settlement.

·Generate and provide employees with settlement reports, tax documents, and experience letters as required.

·Ensure compliance with company policies and legal requirements in final settlements.

·Work closely with HR and finance teams to facilitate a smooth exit process for employees.

8. SPF Reconciliation:

· Perform regular reconciliation of statutory provident fund (SPF) contributions to ensure accurate employer and employee contributions.

· Identify and resolve discrepancies in SPF records by coordinating with finance, payroll, and regulatory authorities.

· Ensure timely remittance of SPF contributions and maintain proper documentation for audits and compliance.

· Provide employees with SPF statements and assist them with queries related to their provident fund balances and withdrawals.

9. Attendance and Leave Management:

· Track and manage employee attendance, leaves, and absences to ensure accurate payroll processing.

· Maintain leave records, including paid time off (PTO), sick leave, vacation, and other leave types as per Oman labor law.

· Ensure compliance with company policies and labor laws regarding leave entitlements and deductions.

· Work closely with HR to resolve attendance-related issues and discrepancies.

· Provide employees with guidance on leave policies and ensure proper documentation is maintained.

10.HR Aspect - Employee Data Management and Confidentiality:

· Ensure the accurate collection, storage, and management of employee personal and payroll data in accordance with company policies and legal requirements.

· Maintain confidentiality of sensitive employee information, ensuring that payroll and HR records are securely stored and accessed only by authorized personnel.

· Collaborate with HR teams to ensure that employee information is up-to-date and aligned with company records.

· Any work-related HR.

Education and certifications:

·Bachelor's degree in Accounting, Finance, Human Resources, or related field.

Experience:

·Minimum of 2-5 years of experience in payroll processing and administration.

·Hands-on experience with payroll software and HRIS systems.

·Experience in handling payroll audits, reconciliations, and compliance reporting.

·Prior experience in coordinating with finance and HR departments for payroll-related functions.

·Exposure to multinational payroll operations and handling payroll for a diverse workforce is a plus.

Skills:

·Proven experience in payroll processing, compliance, and reporting.

·Strong knowledge of payroll software and systems (e.g., HRMS or similar).

·Proficiency in Microsoft Excel, including data analysis and reporting functions.

·Familiarity with tax regulations, labor laws, and benefits administration.

·Excellent analytical, problem-solving, and organizational skills.

·Ability to handle confidential information with integrity and professionalism.

·Strong communication skills to effectively liaise with employees and management.