How to write a Payroll Clerk job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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What does a Payroll Clerk do?

A Payroll Clerk collects timekeeping information of employees, manages benefit packages with payroll software and accurately calculates pay according to the hours worked. Payroll clerks manage any employee complaints and questions regarding payroll and investigate and resolve any errors in payroll in a timely manner.

Payroll Clerk job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Payroll Clerk job titles

  • Payroll Clerk
  • Senior Payroll Clerk
  • Payroll Clerk (with WORKDAY® proficiency)
  • Payroll Clerk (Part-Time)
  • Accounting Clerk

Payroll Clerk job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Payroll Clerk job summary

We recognize how hard our employees work to serve our clients and help our business grow. We’re looking for an experienced Payroll Clerk to make sure that all of our staff receive on-time paychecks and understand their salaries thoroughly. We’ll rely on our payroll clerk to audit and verify all time keeping records of employees’ hours worked as well as any deductions or withholdings required to comply with state and federal law. We also need a professional who is willing to work cross-departmentally with accounting to ensure the entire business runs as smoothly as possible.

Payroll Clerk responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

Examples of Payroll Clerk responsibilities

  • Verify timekeeping records and consult employees about any discrepancies
  • Record payroll data in our software system and verify all amounts prior to cutting checks
  • Alter employee tax status as needed as well as any information about withholding
  • Prepare manual checks for distribution to employees
  • Initiate direct deposits
  • Change employee banking records when necessary to process payments accurately
  • Record employee complaints, questions and concerns about payroll services and communicate those issues to HR manager
  • Maintain compliant policies and procedures for processing payroll checks

Payroll Clerk qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Payroll Clerk skills

  • High school diploma/GED required (Bachelor’s Degree in Accounting or related field preferred)
  • Minimum one year payroll department experience
  • Ability to process basic functions and formulas in Microsoft Excel
  • Familiarity with payroll software a plus
  • Strong attention to detail required

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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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