Payroll Clerk Job Description: Top Duties and Qualifications

A Payroll Clerk, or Payroll Administrator, process employees’ paychecks by collecting their payroll data and timesheets. Their duties include verifying employees’ work hours and payment through the payroll system, issuing deductions, earnings and other statements to employees and updating payroll records regularly.

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Payroll Clerk duties and responsibilities

Although a Payroll Clerk has a variety of duties and responsibilities, their principle role includes the following:

  • Maintaining payroll information by collating, calculating and entering data
  • Updating payroll records by entering any changes to employee information or benefits such as job title changes, exemptions and saving deductions
  • Preparing reports that include summaries of earnings, tax deductions, leave, compassionate leave and non-taxable wages 
  • Calculating payroll liabilities by determining employee taxes, including federal and state income and social security tax, and calculating employer’s payments for social security, unemployment and worker’s compensation
  • Resolving payroll discrepancies and answering any employee payroll queries
  • Maintaining all payroll operations according to company policies and procedures
  • Processing and issuing W-2 forms to employees

Payroll Clerk Job Description Examples:

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Payroll Clerk

Lewis Bakeries was founded in 1925 and is one of the few remaining independent bakeries in the Midwest. Our team is devoted to producing high quality products including Bunny Bread, Lewis ½ Loaf, Healthy Life, Sunbeam, and Hartford Farms, to name a few. Lewis is looking for qualified candidates to fill our Payroll Coordinator position in Murfreesboro, TN.

The Payroll/Office Clerk will be responsible for timely and accurate processing of employee information and weekly payroll for hourly & salaried employees, transport drivers and part time employees using both Kronos time keeping and internal Hris systems. This position will enter and process new hire and employee information within these systems, assist with benefits, verify I-9’s and other payroll duties, along with assisting the Director of HR with employment verifications, vacation schedules, payroll invoices, and reports.

Lewis Bakeries, Inc. offers:

  • Competitive Compensation

  • Excellent Medical, Dental, Disability, Life and Prescription Drug Plans

  • 401k plan with company match and pension

  • Generous Paid Time Off including sick, personal and vacation.

    Responsibilities:

  • Enter and process all employee data necessary for processing timely payroll in the Kronos and Hris systems each week.

  • Answers employee questions regarding payroll, benefits, pension and retirement information

  • Print and distribute weekly payroll checks

  • Organize and maintain payroll records and reports in compliance with federal and state regulations and for easy access for auditing purposes.

  • Process all mandated, court ordered deductions and process each within the dictated time frames.

  • Maintain confidentiality of all payroll and employee information

  • Process and distribute incoming mail

  • Compile reports using Excel and other internal systems

  • Process, scanning and email Wage Verification's, Unemployment notices.

  • Filing and purging of Payroll records and historical documents.

  • Assist with other office duties and cross train with co-workers to cover vacations within the office staff

  • Assist Human Resources Director with Fmla, Disability, job postings or other HR functions as needed

  • Answer phones within an office environment

  • Other duties as assigned

    Qualifications:

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual must be able to perform their duties and maintain a positive work demeanor and serve as a positive role model and influence for peers. The requirements listed below are representative of the knowledge, skill, and/or ability required.

    Education and Requirements:

  • High school diploma and 2-5 years of experience processing payroll.

  • Knowledge of Microsoft Office (Word, Excel, Office, etc.); proficient skills in Excel preferred.

  • Excellent organization and analytical math skills

  • Working knowledge of Kronos payroll processing software systems preferred

  • Practices high level of good judgment, discretion, and confidentiality of sensitive information

  • Team player and willing to take on new responsibilities as needed

  • Work experience within a Union/Contract environment is a plus

    Job Type: Full-time

    Salary: $16.00 /hour

    Experience:

  • payroll processing: 2 years (Required)

    Location:

  • Murfreesboro, TN 37129 (Required)

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Retirement plan

  • Paid time off

    Schedule:

  • Monday to Friday

  • Holidays Only full-time employees eligible
  • ×

    Payroll Clerk

    We are looking for a qualified Payroll Clerk to assist in all activities regarding the management of employee compensation in the company. You will undertake a variety of tasks such as entering payroll information, calculating wages and making payments. An excellent payroll clerk has great understanding of the concept of confidentiality. You will be experienced in entering data with attention to detail and will have good maths skills to make the necessary calculations. The ideal candidate will be a thorough professional with good communication abilities. The goal is to carry out all payroll procedures with speed and accuracy.

    Responsibilities

  • Manage compensation packages using payroll software

  • Collect and verify timekeeping information for all employees

  • Calculate pay according to hours worked incorporating leaves and overtime

  • Calculate bonuses and commissions when appropriate

  • Manage and calculate taxes and deductions

  • Initiate periodical payments timely either by preparing and administering checks or making direct deposits through a bank payment system

  • Issues statements and invoices and maintain records

  • Update paper and electronic payroll records by entering adjustments on pay rates, employee status changes etc.

  • Calculate unemployment and severance payments

  • Deal with complaints and questions regarding payroll from employees and upper management

  • Investigate and resolve any discrepancies in payroll

  • Prepare and submit reports with payroll information to supervisor

    Skills

  • Proven experience as payroll clerk or payroll manager

  • Familiarity with general accounting principles

  • Experience in data collection, entry and reporting with great attention to detail and confidentiality

  • Solid knowledge of relevant legislation, policies and regulations

  • Computer savvy with working knowledge of relevant software [website] Payforce)

  • Exquisite math and numerical skills

  • Outstanding organizational and time management skills

  • Excellent communication abilities with aptitude in problem-solving

  • High school diploma or equivalent; BSc/BA in accounting/business administration is a plus

    Job Type: Part-time

    Salary: $800.00 to $1,000.00 /week

    Experience:

  • Payroll: 1 year (Preferred)

    Additional Compensation:

  • Tips

  • Bonuses

    Benefits:

  • None

    Schedule:

  • Monday to Yes
  • ×

    Payroll Clerk

    Payroll Clerk

    Automax located in Killeen, TX is the largest auto dealership in Central Texas. Automax is family owned and has been doing business in Killeen for over 25 years. We continue to grow and we are looking to add a qualified Payroll Clerk to our Accounting Department.

    Responsibilities:

  • Process Automotive Dealership Payroll for all employees

  • Balance and maintain accounting schedules for payroll

  • Verify attendance, hours worked, and pay adjustments

  • Manage input of bonuses and commissions

  • Handle all child support orders

  • Have checks signed off and approved by ownership

  • Distribute checks to employees

  • Maintain attendance records

    Qualifications:

  • Minimum of 2 years payroll experience

  • Auto dealership experience is a plus

  • Proficiency with MS Office applications

  • Excellent attention to detail

  • Ability to maintain confidentiality and exercise discretion

  • Highly organized and good with numbers

    Benefits:

  • Competitive Salary based on experience

  • Medical, Dental, Vision, Life Insurance

  • Paid Time Off

  • Gym Membership

    Job Type: Full-time

    Experience:

  • relevant: 2 years (Preferred)

  • Payroll: 2 years (Preferred)

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

    This Job Is:

  • Open to applicants who do not have a college diploma

    Schedule:

  • Monday to Day 8 hour shift
  • What does a Payroll Clerk do?

    Payroll Clerks work within a company’s payroll or accounting department collecting employees’ payroll information to process and deliver paychecks. They’ll gather employees’ time sheets after each pay period and will verify that their payroll information and work hours are correct. Payroll Clerks use a software system to input basic data into the payroll system. 

    They’ll collaborate closely with employees to gather any important payment information or to answer any of their questions regarding their paychecks. Payroll Clerks will work carefully to calculate payroll information like taxes, deductions, bonuses, commissions and other payable hours. If any payroll issues or discrepancies occur, the Payroll Clerk must investigate and resolve them.

    Payroll Clerk skills and qualifications

    A proficient Payroll Clerk should have these skills to do their job well:

    • Strong computer skills such as typing, system and software knowledge
    • Knowledge of wage withholding orders
    • Accurate data entry skills with great attention to detail 
    • Excellent communication skills, both verbal and written, to communicate with employees regarding their issues and concerns
    • Good client service skills
    • Being an effective team player
    • Sound decision-making skills
    • Ability to multitask in a stressful environment with specific deadlines
    • Ability to work independently in a time-sensitive environment
    • Confidentiality and respect for the privacy of employee records

    Payroll Clerk salary expectations

    A Payroll Clerk makes an average salary of $16.92 per hour. Pay rate may depend on level of experience, education and the geographical location.

    Payroll Clerk education and training requirements

    Payroll Clerks aren’t subject to formal education requirements besides a high school diploma or GED, but certificate programs in bookkeeping and payroll administration are available. They can become certified through the American Payroll Association (APA) or get an official designation as a Certified Payroll Professional (CPP) or a Fundamental Payroll Certification (PFC) by taking an examination. Some companies favor candidates with an associate or bachelor’s degree in accounting or a similar field. 

    Payroll Clerk experience requirements

    Entry-level Payroll Clerks generally start with little or no experience, while a mid-level Payroll Clerk usually has three to five years of relevant experience. The amount of experience you should require in your job listing depends on the seniority of the position and your organization’s needs.

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    Frequently asked questions about Payroll Clerks

     

    Who does a Payroll Clerk report to?

    Payroll Clerks will typically report to Payroll Supervisors, who are in charge of the entire payroll department. Payroll Supervisors will provide Payroll Clerks with their schedules and daily tasks. If Payroll Clerks need additional guidance or advice regarding complex responsibilities, they’ll typically ask the Payroll Supervisor for assistance. 

    Payroll Clerks will also report to Payroll Specialists for one-on-one meetings, where they’ll gain feedback on their work performance and will receive tips for ways to improve.  

     

    What settings do Payroll Clerks typically work in?

    Payroll Clerks typically work in a business office environment collaborating with several different departments and employees. Many of them may work in a cubicle or within their own office since they’re typically dealing with confidential employee payment information and company finances. When they process payrolls, they’ll usually work independently behind their desks, using a computer screen for a majority of their workday. Other days they’ll spend more time meeting with employees or department heads to resolve complaints and address any payroll concerns. 

     

    What's the difference between a Payroll Clerk and an Accounting Clerk?

    While they’re both entry-level roles who handle payments and finances, there are some key differences between the job responsibilities of Payroll and Accounting Clerks. Payroll Clerks work primarily in the payroll department, processing and calculating employees’ paychecks. 

    Accounting Clerks work in the accounting department handling other aspects of the company’s finances. They’ll update various ledgers and will prepare financial reports, budgets, deposits and checks. Larger companies will usually have separate accounting and payroll departments, while smaller companies will typically combine these departments. When this occurs, Accounting Clerks may complete their own accounting tasks along with the tasks a Payroll Clerk typically performs. 

     

    What makes a good Payroll Clerk?

    A great Payroll Clerk has effective data entry abilities to input information into the computer system each day. They should also have excellent computer skills, so they can easily understand common payroll software systems to efficiently complete their payroll processing duties. Since they typically have many paychecks to process at once, Payroll Clerks should have impressive time management abilities to ensure each paycheck is calculated, filed and delivered by its respective deadline. 

    Many Payroll Clerks must work closely with other department heads and employees to address any payroll errors or answer any questions. They must use their communication and problem-solving skills to provide professional answers and to ensure any payment issues are properly resolved. 

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