Job Description

Job Title : EDITS CLERK (Code- 4889)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

The incumbent is responsible for providing payroll edits and administrative support services within the Human Resource Management Branch. The position assists in maintaining accurate payroll records, processing salary variations and employee details, updating payroll information, and ensuring payroll transactions are processed in accordance with RPNGC policies, procedures, and Government regulations.

2. DIMENSIONS

Financial: N/A
Staff: N/A.
Others: Responsible for maintaining the accuracy and confidentiality of payroll and personnel records relating to RPNGC employees.

3. PRINCIPLE ACCOUNTABILITIES

  • Assist in processing payroll edits and employee salary adjustments accurately and on time.
  • Maintain and update payroll records and employee information.
  • Support payroll reconciliation and reporting activities.
  • Respond to routine payroll enquiries and refer complex issues to supervisors.
  • Ensure payroll records are maintained in accordance with approved procedures and confidentiality requirements.
  • Support compliance with RPNGC payroll regulations, salary structures, and Government policies.

4. MAJOR DUTIES

  • Process payroll edits for salaries, allowances, deductions, leave, and employee status changes.
  • Verify payroll documents and ensure timely and accurate payroll updates.
  • Maintain and update payroll records and employee files.
  • Safeguard confidential payroll information and supporting documentation.
  • Assist in preparing payroll reports and reconciling payroll data.
  • Support payroll audits and resolve routine payroll discrepancies.
  • Respond to routine payroll enquiries and provide payroll-related information.
  • Refer complex payroll issues to the Team Leader Edits.
  • Ensure payroll activities comply with policies, procedures, and regulations.
  • Maintain accurate records and assist in payroll reporting and accountability requirements.
  • Apply relevant payroll regulations, salary structures, and Government policies when processing payroll transactions.
  • Monitor payroll activities for compliance, identify discrepancies or errors, and support continuous improvement in payroll accuracy and efficiency.

5. NATURE AND SCOPE

The role ensures payroll changes, corrections, and adjustments are processed accurately, efficiently, and in line with legislative and organizational requirements. The role emphasizes attention to detail, data integrity, issue resolution, and effective support of payroll operations.

 

5.1 WORKING RELATIONSHIP

(a) Internal

Team Leader Edits, Manager Personnel Services, Payroll Officers, HR Officers, Finance and Administration Officers, Other RPNGC personnel as required

(b) External

Department of Personnel Management, Department of Finance, Department of Treasury, Authorised Government Agencies, Banking and payroll-related service providers when required

5.2 WORK ENVIRONMENT

The position operates within the Human Resource Management Division at Police Headquarters and uses payroll and HR information systems, databases, and standard office software to support payroll administration and employee record management.

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

The position is guided by:

6.1 Rules/procedures

Police Act, Constabulary Standing Orders, Public Service (Management) Act, Public Finance (Management) Act, Public Service General Orders, Public Service Code of Conduct and Ethics, Employment and Labour Laws, RPNGC Corporate Plan, HR Policies and Administrative Procedures

6.2 Decisions

The job holder performs routine payroll edits and administrative tasks within approved procedures and must seek guidance from the Team Leader Edits or Manager Personnel Services for non-routine or complex matters.

6.3 Recommendations

• The job holder may provide recommendations to improve payroll processing, records management, and administrative efficiency within the Payroll and Personnel Services Section.

7. CHALLENGES

  • Maintaining the accuracy of payroll records while processing large volumes of employee data and payroll changes.
  • Meeting payroll processing deadlines, safeguarding confidential information, and responding to payroll enquiries in a timely manner.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Posses an appropriate Certificate in Human Resource Management, Business Studies, Accounting, Office Administration, or a related field from a recognized institution is desirable. CCompleted Grade 12 or equivalent qualification recognized by the Department of Personnel Management and Commissioner of RPNGC.

(b) Knowledge

  • Basic understanding of payroll and personnel administration processes.
  • Knowledge of government administrative procedures and record management practices.
  • Awareness of relevant Public Service and RPNGC rules, policies, and regulations.
  • Basic understanding of payroll systems and office administration.

(c) Skills

  • Good communication and interpersonal skills.
  • Basic computer literacy, including Microsoft Office applications.
  • Accurate data entry and record-keeping skills.
  • Ability to maintain confidentiality.
  • Attention to detail and organizational skills.
  • Ability to work effectively in a team environment.

(d) Work Experience

  • Minimum of 1-2 years experience in payroll administration, personnel records management, clerical duties, finance administration, or a related support role.
  • Experience within the Public Service or a disciplined organization would be an advantage.

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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