Payroll Officer Job Description Template

Use this Payroll Officer job description template to advertise the open roles for free using Modify the requirements according the needs of your organization or the client you are hiring for.
Payroll Officer Job Description Template

What is a Payroll Officer?

Payroll officers are responsible for managing employee payment records, processing payroll, ensuring compliance with tax regulations, and handling payroll discrepancies. Attention to detail and accuracy is crucial for this role.

A bachelor's degree in accounting, finance, or a related field is typically required. Experience with payroll software and strong analytical skills are also important.

Payroll Officer Job Description Template

Job Brief

We are looking for a Payroll Officer to join our HR department and administer our employee compensation.

Payroll Officer responsibilities include calculating employees’ compensation, updating our internal payroll databases and ensuring timely payments. To be successful in this role, you should have a flair for numbers and be able to handle sensitive information. If you’re also familiar with labor legislation, we’d like to meet you.

Ultimately, you will help run a smooth and accurate payroll process.


  • Collect daily, weekly or monthly timesheets
  • Calculate bonuses and allowances
  • Prepare employees’ compensation by the end of each month using payroll software
  • Schedule bank payments or hand out paychecks directly to employees
  • Distribute payment statements and gather signed receipts (digital or paper)
  • Report on payroll expenses
  • Ensure wages and tax withholdings comply with regulations
  • Enter new employees’ data (e.g. bank accounts and tax identification numbers) into internal databases
  • Answer questions about compensation, benefits, taxes and insurance deductions


  • Proven work experience as a Payroll Officer, Payroll Clerk or similar role
  • Hands-on experience with HRIS and accounting software
  • Strong math skills with an ability to spot numerical errors
  • Good knowledge of labor legislation
  • Time-management skills
  • Ability to handle confidential information
  • BSc in Accounting, Human Resources or relevant field

What does Payroll Officer do?

A Payroll Officer is responsible for managing the payroll process of an organization. On a day-to-day basis, a Payroll Officer performs the following tasks:

  1. Gathering and verifying employee timekeeping records: The Payroll Officer collects and reviews employee time and attendance records, such as timesheets or time clock data, to ensure accuracy.

  2. Calculating wages and deductions: Using the gathered timekeeping records, the Payroll Officer calculates employees' wages, taking into account overtime, shift differentials, and any applicable deductions such as taxes, insurance premiums, or retirement contributions.

  3. Processing payroll: Once the calculations are complete, the Payroll Officer enters the wage and deduction information into the payroll system to generate paychecks or direct deposit instructions for employees.

  4. Maintaining employee records: The Payroll Officer keeps employee records updated by recording changes in employee status, such as new hires, terminations, promotions, or changes in benefits or withholding allowances.

  5. Resolving payroll discrepancies: In instances where there are discrepancies or errors in the payroll process, the Payroll Officer investigates and resolves the issues, ensuring accurate and timely payments.

  6. Preparing payroll reports: The Payroll Officer generates various reports related to payroll, such as summaries of hours worked, overtime reports, tax summaries, and other relevant data required by internal or external stakeholders.

  7. Monitoring payroll compliance: The Payroll Officer ensures compliance with federal, state, and local payroll regulations, including tax laws and labor laws. They stay updated with changes in regulations to ensure the organization remains in compliance.

  8. Responding to employee inquiries: The Payroll Officer assists employees with questions or concerns regarding their paychecks, taxes, deductions, or other payroll-related matters.

  9. Collaborating with other departments: The Payroll Officer liaises with the human resources department, finance department, and other relevant teams to coordinate information exchange and ensure accurate employee data and payroll processing.

  10. Keeping payroll records: The Payroll Officer maintains accurate and confidential payroll records, including employee earnings, tax withholdings, and other payroll-related documents, ensuring compliance with record-keeping requirements.

These are some of the common tasks performed by a Payroll Officer on a day-to-day basis. The specific responsibilities may vary depending on the organization's size, industry, and payroll processes.

Looking for your next
Recruiting CRM or ATS?
Longlist has all the tools you and your team needs to become a better recruiters. From sourcing to closing, we have you covered.