Confidential Payroll Administrator Job Profile and Description

Often reporting to the headquarter Executive Payroll Manager, the Confidential Payroll Administrator is responsible for auditing, verifying, organizing and maintaining the utmost confidentiality of pay and benefits of corporate management and executive staff.  The position is essentially identical to the General Payroll Administrator who releases paychecks to rank-and-file and contractual workers either physically or through direct bank deposits.  This time, the work requires utmost confidentiality handling executive pay.

Duties and Responsibilities

  • Process pay of newly appointed management or executive staff with the creation of the suitable templated executive compensation record in the confidential payroll system, ensuring that the correct employee number is entered and the right pay scale is implemented as per HR Executive Recruitment section guidelines.
  • Prepare and issue manual paychecks with the correct signatories for approval
  • Process approved payroll listing and amounts for transmittal to the bank to processes direct fund deposit to individual deposit accounts of executives.
  • Review pay deductions, commissions, emoluments, gratuities and tax liabilities to ensure completeness and accuracy of confidential payroll.
  • Process yearend IRS payments.
  • Keep abreast with accounting, labor laws and taxation developments.

Skills and Specifications

  • Must have basic computer knowledge in excel, word and power point.
  • Must have excellent interpersonal and communication skills to interact with corporate executives at all levels
  • Must demonstrate the highest ability to keep records in the strictest confidence
  • Must be able to interpret corporate documents such as payroll procedures and policies as well as Labour Standard Guide.
  • Must exhibit strong organizational, problem solving and time management skills.

Education and Qualifications

At the minimum, a course in accounting is a must while a degree is an advantage.  A 2-3 year related payroll administration or accounting experience in another company is also an edge. Computer literacy with spreadsheets and word processing is basic and a working familiarity with automated accounting systems or ERPs is an edge.