HR Operation
Payroll Clerk
Job Summary
The Payroll Clerk is responsible for supporting and executing day-to-day payroll activities, including attendance reconciliation, payroll data preparation, salary calculations, deductions, allowances, overtime, and payroll documentation, ensuring payroll accuracy, confidentiality, and compliance with company policies and applicable Egyptian labor regulations under the supervision of the Payroll Supervisor or HR Manager.
Duties and Responsibilities
1. Payroll Processing & Administration
• Collect, and verify monthly payroll inputs for all employees.
• validate payroll data, including basic salaries, allowances, incentives, overtime, deductions, penalties, and other adjustments.
• Ensure the accuracy and completeness of payroll information before submission for processing and approval.
• Assist in preparing monthly payroll sheets and supporting payroll closing activities.
• Review salary calculations and identify discrepancies before payroll finalization.
• Process approved salary adjustments and employee status changes in payroll records.
• Maintain accurate and confidential payroll records, salary histories, and supporting documents.
• Coordinate with the Finance Department to ensure accurate payroll processing and timely salary payments.
2. Attendance & Leave Management
• Collect and reconcile attendance records from fingerprint systems, manual logs, and approved attendance reports.
• Review attendance discrepancies, lateness, absenteeism, overtime, and shift schedules.
• Coordinate with department heads to verify and approve attendance adjustments and overtime records.
• Track employee leave balances, unpaid leave, and other attendance-related adjustments affecting payroll.
• Ensure all attendance and leave data are accurately reflected in monthly payroll calculations.
3. Deductions, Settlements & Employee Support
• Calculate approved payroll deductions, including unpaid leave, lateness, absence, penalties, and other applicable deductions.
• Assist in calculating final settlements, outstanding payments, and leave balances for employees leaving the company.
• Support the preparation of end-of-service calculations and other employee entitlements when required.
• Respond to employee inquiries related to salary payments, payslips, deductions, and payroll discrepancies.
• Coordinate with HR and Finance to investigate and resolve payroll-related issues.
4. Payroll Compliance & Reporting
• Ensure payroll activities comply with company policies, approved procedures, and applicable Egyptian labor and payroll regulations.
• Prepare monthly payroll reports, attendance summaries, overtime reports, and deduction reports.
• Maintain organized payroll files and supporting documentation for audit and review purposes.
• Assist in preparing payroll-related information required for internal and external audits.
• Ensure the confidentiality and security of all employee salary and payroll information.
• Support the regular updating of payroll data in HRMS/ERP systems and identify opportunities to improve payroll accuracy and efficiency.
Authority for This Role
• Review payroll inputs and supporting documents for accuracy and completeness.
• Identify and report payroll discrepancies, missing information, and irregularities to the direct supervisor.
• Request clarification or supporting documentation from relevant departments when required.
• Recommend payroll corrections and adjustments for review and approval.
• Maintain and access confidential payroll records within the scope of assigned responsibilities.
Note: The Payroll Clerk is not authorized to approve final payroll amounts, salary changes, or exceptional payments unless formally delegated.
Qualifications & Skills
• Education: Bachelor's degree in Accounting, Business Administration, Finance, or a related field.
• Certification: Payroll, Accounting, or HR-related certification is an advantage.
• Years of Experience: 1–3 years of experience in payroll, accounting, or personnel administration.
• Software: Good knowledge of MS Excel, HRMS, payroll systems, and ERP systems.
• Technical Skills: Understanding of payroll calculations, attendance management, overtime, deductions, allowances, and employee settlements.
• Regulatory Knowledge: Basic knowledge of Egyptian labor law and applicable payroll-related regulations.
• Communication Skills: Good communication and coordination skills.
• Personal Skills: High attention to detail, accuracy, confidentiality, organizational skills, time management, and problem-solving abilities.