What Does a Payroll Specialist Do?
A payroll specialist is a detail-oriented professional tasked with managing an organization’s payroll processes to ensure employees are compensated accurately and on time. Their primary responsibility is to calculate wages, factoring in hours worked, overtime, bonuses, and deductions such as taxes, insurance, or retirement contributions. They maintain precise records, process payroll data through software systems, and generate reports to comply with internal policies and external regulations.
Beyond calculations, payroll specialists handle employee inquiries about pay, resolve discrepancies, and update records to reflect changes like promotions, terminations, or benefits adjustments. They ensure compliance with federal, state, and local tax laws, as well as labor regulations, by staying current on filing deadlines and legal requirements. In some roles, they may also assist with audits, prepare financial statements, or coordinate with human resources and accounting teams to align payroll with broader organizational goals.
The position demands proficiency in payroll software, a strong grasp of mathematics, and an understanding of tax codes, paired with a commitment to confidentiality and accuracy. Payroll specialists are typically employed in corporate settings, government agencies, or outsourcing firms, where their work supports financial stability and employee satisfaction.
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National Average Salary
Payroll specialist salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a Payroll Specialist is:
$51,550
Payroll Specialist Job Descriptions
When it comes to recruiting a payroll specialist, having the right job description can make a big difference. Here are some real world job descriptions you can use as templates for your next opening.
Example 1
A new payroll specialist is needed at [Your Company Name] in a full-time position. The payroll specialist will be responsible for managing and maintaining payroll for employees, as well as maintaining employee and salary databases. The ideal candidate may be required to take on a managerial position in the future, as well as manage certain aspects of the overall company budget. A degree is not required, but knowledge of accounting is extremely beneficial. If you are data-driven and scientific-minded, this position could be for you. You must have a comprehensive understanding of tax laws and wage policies for local businesses. If you are interested in this position, please consider applying! Thank you for your interest.
Typical duties and responsibilities
- Prepare and submit paper payroll checks for employees
- Collect banking information for direct deposit setup and initiate deposits on paydays
- Have a knowledge of and keep current with the taxation of salaries, benefits, and other factors
- Process and monitor garnishment orders and other issues that impact payroll specifications
- Maintain and document all payroll records
- Reconcile the general ledger regarding payroll transactions
- Detect and process issues with uncollected payroll
- Respond to employee inquiries regarding payroll issues or concerns
Education and experience
This position requires a bachelor’s degree in accounting, finance, or a related field.
Required skills and qualifications
- Several years of experience in payroll
- Strong organizational and mathematical skills
- Ability to maintain confidentiality regarding financial matters
- Excellent knowledge of word processing tools and spreadsheets
- Great attention to detail
- Excellent mathematical skills
Preferred qualifications
- Experience managing payroll for a company with 20+ employees
- Bachelor’s degree in finance or related field
- Knowledge of local and state tax laws
- Accounting certification
- 2+ years working in payroll
- Excellent written skills
- Self-motivated
Example 2
We are currently seeking a Payroll Specialist to be responsible for processing payroll information, reviewing and performing payroll audits, and serving as a point of contact for questions about payment policies and procedures.
Essential duties and responsibilities
- Processes regular payroll information on a weekly basis, as well as bonuses and off-cycle checks when necessary
- Performs weekly overtime audits
- Keeps abreast of the payroll processing system and changes in wage/tax laws, and applies changes as appropriate
- Prepares follow-up for Stop Payment requests, manual check requests, and associated system updates
- Responds to questions regarding pay policies/procedures
- Establishes and maintains a positive working relationship with customers, both internal and external
Minimum requirements
- High School diploma or equivalent required
- 2-4 years of payroll processing experience, or an equivalent combination of education and/or experience, preferred
- Should be familiar with payroll software and payroll reports
- Proficiency with Microsoft Office, especially Word and Excel
- Excellent listening, written, and oral communication, organizational, and time-management skills
Example 3
We’re looking for a Payroll Specialist to join our team! Full-time position working an 8-hour shift between the hours of 7 am – 6 pm M-F. The hybrid schedule can be discussed with management. Laptop provided.
Essential responsibilities
- Preparing and processing multiple payrolls
- Assist in data entry of new hires
- Process all terminated employees and calculate manual checks
- Research employee payroll inquiries or answers questions through the ticketing system
- Assist with annual merits, increases, special, and retroactive calculations
- Assist with other special projects as required
- Assist in the review of bi-weekly and special payrolls
- Processing Wage Garnishments and Child Support requests
- Organizing Payroll Storage and documentation
Qualifications
- Minimum of 1 to 2 years experience with high-volume Payroll
- Accounting and Human Resource experience a plus
- Processed payroll for at least 100+ employees
- Familiar with ADP Workforce Now and Time & Attendance
- Working knowledge of wage & hours laws
- Familiar with state & federal taxes
- Great energy, engaging, and enjoys collaborating with the team
- Experience in administration of any Time & Attendance system
- Great follow-through skills, and good with math and logic
- Great customer service mindset
- Attention to detail and analytical skills
- Organizational skills
- Flexibility and ability to multitask
- Ability to communicate in written form
Knowledge, skills, & abilities
- Basic office skills and abilities, knowledge of standard office equipment and software including Google Docs, Word, Excel, Adobe Acrobat, PowerPoint, and ability and willingness to learn new and/or proprietary applications as required
- Excellent oral and written communication skills in English
- Ability to multi-task and prioritize assignments under high pressure in a fast-paced environment
- Willingness to work overtime if needed
- Understanding details of full payroll processes
Example 4
The Payroll Specialist administers the 403(b) contribution and loan processes, prepares invoices for payment, and processes Foundation contributions, garnishments, and employee expense reimbursements. This role administers timecards, payroll, and payroll reporting, and ensures that payroll reports are: downloaded, secured, and backed up on the company’s network. In addition, the Payroll Specialist creates custom reports as needed from HRIS systems.
Essential functions
- Compile payroll data, process and transmit payroll for all Wesley companies in an accurate, timely manner in accordance with established payroll processing calendars, and state and federal regulations. Assist managers, timekeepers, and schedulers with systems to ensure accurate time accounting for all employees
- Communicate with Ceridian and other timekeeping and payroll system vendors to enable accurate, timely processing of payroll
- Administer 403B contribution, loan payment, and electronic funds transfer on a weekly basis in compliance with the plan design and federal regulations
- Administer electronic deposits and cash funding reports for payroll. Ensure payroll reports are downloaded and data is securely and confidentially maintained
- Extract payroll data and import it into companies after each payroll is processed
- Enter and extract data from multiple HR Systems for reporting, compliance, and metrics purposes
- Provide administrative support by processing payroll-related expenses and reimbursements, responding to requests for verification of employment
- Stay abreast of Payroll compliance issues and Payroll system upgrades via continuing professional development
- Generate, complete, and process quarterly Worker’s Comp filings with the state
- Handle special projects and perform other duties as assigned
Education
- Accounting-related associate’s degree or equivalent work experience
Work experience
- Two years of electronic payroll processing experience preferred
- Superior written, verbal, and interpersonal communication skills
- Advanced MS Office skills (Word, Excel, Outlook)
- Professional, organized, detail-oriented, and customer service-oriented
- Ability to appropriately handle confidential information and maintain confidence
Candidate Certifications to Look For
- Certified Payroll Professional (CPP). The Certified Payroll Professional certification is widely recognized and beneficial. It requires at least three years of previous experience in the payroll field. Because of this, this certification is recognized as a standard for excellence in a payroll professional and specialist.
- Uniform Payroll Certification (UPC). The Uniform Payroll Certification is offered by the NBA as a certification to ensure techniques and payroll management skills are at a determined level. This is a good certification for any payroll specialist looking to have a recognized certification when looking for jobs or payroll specialist positions.
- Fundamental Payroll Certification (FPC). The fundamental payroll certification is designed for entry-level payroll professionals to demonstrate a competent understanding of payroll software, tasks, and work in general. This certification is open to any payroll specialist and should be considered as a potential entry-level certification. It is recognized as a relevant certification for a payroll professional and does not require any previous work experience in the payroll field or related industries. This certification is issued after the relevant exam is completed successfully. It is offered by the American Payroll Association.