Job Description

Job Title : SALARIES CLERK (Code- 5298)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

The incumbent provides clerical and administrative support to the Salaries Services Section of the Human Resource Management Branch by assisting in the processing, recording, monitoring, and maintenance of payroll information for members and employees of the Royal Papua New Guinea Constabulary.

The position contributes to the effective delivery of payroll services by ensuring salary records, employee information, leave transactions, allowances, deductions, and payroll documentation are accurately maintained and processed in accordance with approved policies, procedures, and legislative requirements.

2. DIMENSIONS

Financial: N/A
Staff: N/A
Others: Responsible for liaising with Salaries Officers, Senior Salaries Officers, HR Officers, Finance personnel, Provincial Commands, and other stakeholders in processing salary-related transactions.

3. PRINCIPLE ACCOUNTABILITIES

  • Assist in processing payroll transactions accurately and within established timeframes to ensure employees receive correct salary payments and entitlements.
  • Maintain accurate, up-to-date payroll records, employee salary files, and supporting documentation in accordance with approved records management practices.
  • Assist in the administration of payroll transactions relating to employee movements, appointments, and entitlements in accordance with approved policies and procedures.
  • Support compliance with payroll policies, procedures, legislation, and internal controls by ensuring payroll transactions and records are accurate and properly verified.
  • Provide efficient first-level customer service by responding to payroll-related enquiries and assisting employees with payroll matters.
  • Assist in identifying, reconciling, and resolving routine payroll discrepancies to support payroll accuracy and integrity.
  • Maintain confidentiality, integrity, and security of payroll records and employee information in accordance with established policies and ethical standards.
  • Provide administrative and clerical support to the Salaries Services Section and contribute to the achievement of payroll and HR objectives.
  • Contribute to the continuous improvement of payroll administration processes, service delivery, and operational efficiency within the HRM Branch.

4. MAJOR DUTIES

  • Process payroll transactions, allowances, deductions, leave entitlements, and salary adjustments.
  • Maintain accurate and up-to-date payroll records, employee files, and related documentation.
  • Assist in processing payroll actions relating to appointments, transfers, promotions, retirements, resignations, and terminations.
  • Verify payroll information for accuracy, completeness, and compliance with approved policies and procedures.
  • Respond to routine payroll enquiries and provide assistance on salary-related matters.
  • Assist in payroll reconciliations and the resolution of routine payroll discrepancies.
  • Maintain the confidentiality, security, and integrity of payroll records and employee information.
  • Provide clerical, reporting, filing, and administrative support to the Salaries Services Section.
  • Support payroll process improvements, workplace development initiatives, and other duties as directed by supervisors.

5. NATURE AND SCOPE

The job holder is an operational support role responsible for maintaining accurate payroll records and processing payroll transactions efficiently. The position requires attention to detail, confidentiality, accuracy, and compliance with payroll procedures. Working under supervision, the role also requires initiative in managing records, processing routine transactions, and resolving minor payroll issues.

 

5.1 WORKING RELATIONSHIP

(a) Internal

Manager Payroll, Team Leader Salaries Services, Senior Salaries Officers, Salaries Officers, Human Resource Officers, Finance Division Staff, Provincial and Divisional Commands, RPNGC Members and Staff

(b) External

Department of Personnel Management, Department of Treasury, Banking Institutions, Payroll System Providers, Other Government Agencies as required

5.2 WORK ENVIRONMENT

The position operates in an office environment within the Human Resources Division and requires extensive use of payroll systems, employee records, databases, and office equipment. The officer is expected to handle confidential payroll information professionally while meeting established payroll processing deadlines.

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

The position operates within:

6.1 Rules/procedures

Police Act, Constabulary Standing Orders, Public Service (Management) Act, Public Finance (Management) Act, PNG Government General Orders, Employment Act, Salaries and Conditions Monitoring Committee (SCMC) Determinations, Public Service Code of Conduct and Ethics, RPNGC HR Policies and Procedures

6.2 Decisions

Makes routine clerical and administrative decisions within approved procedures. Refers complex payroll matters and exceptions to Senior Salaries Officers or Team Leaders.

6.3 Recommendations

• Recommends improvements to payroll administration and record management processes. Reports payroll discrepancies and operational issues for management action.

7. CHALLENGES

  • Maintaining payroll accuracy for large employee data sets while meeting strict payroll deadlines and safeguarding confidential records.
  • Managing nationwide payroll enquiries and supporting payroll system improvements within limited resources.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Posses an appropriate Certificate in Business Studies, Human Resource Management, Accounting, Public Administration, Office Management, Grade 12 Certificate or equivalent, or related field is desirable. Relevant payroll or administrative training would be an added advantage. Relevant Qualifications accepted by the Commissioner of RPNGC and Secretary for Personnel Management.

(b) Knowledge

  • Basic understanding of payroll administration and personnel records management.
  • Knowledge of PNG Government General Orders.
  • Understanding of Public Service terms and conditions of employment.
  • Basic knowledge of Public Service (Management) Act and Employment Act.
  • Understanding of workplace confidentiality requirements.
  • Basic understanding of payroll systems and administrative procedures.

(c) Skills

  • Payroll data entry and records management skills.
  • Computer literacy, including MS Word, Excel, and payroll systems.
  • Good communication and interpersonal skills.
  • Filing, documentation, and clerical accuracy.
  • Numerical and basic reconciliation skills.
  • Time management and organizational skills.
  • Ability to maintain confidentiality and professionalism.

(d) Work Experience

  • Minimum one (1) year experience in payroll administration, human resource administration, clerical support, finance, or related administrative work.
  • Experience within the public service or a disciplined service organization would be an advantage.
  • Demonstrated ability to maintain accurate records and process routine administrative transactions.
  • Experience using payroll or personnel information systems is desirable.

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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