Payroll Specialist Job Description Template

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Payroll Specialist Job Description Template

What is a Payroll Specialist?

Payroll specialists are responsible for processing employee payments, maintaining payroll records, ensuring compliance with tax regulations, and resolving payroll discrepancies. Attention to detail and accuracy is crucial for this role.

A payroll specialist's key education requirement is typically a bachelor's degree in accounting, finance, or a related field. Familiarity with payroll software and strong mathematical skills are also essential.

Payroll Specialist Job Description Template

Job Brief

We are looking for a knowledgeable Payroll Specialist to process and manage the company’s payroll. You will be the one to calculate wages based on hours worked and administer payments.

A payroll specialist is able to use payroll software with accuracy and efficiency. They are good with numbers and can be trusted with sensitive information. They also have great communication skills to interact with colleagues and executives.

The goal is to ensure personnel receives the correct compensation in a timely manner.


  • Gather information on hours worked for each employee
  • Calculate the correct amount incorporating overtime, deductions, bonuses etc. with assistance of a computer system
  • Receive approval from upper management for payments when needed
  • Prepare and execute pay orders through an electronic system or distribute paychecks
  • Administer statements of payment to personnel either electronically or on paper
  • Process taxes and payment of employee benefits
  • Keep track of hour rates, wages, compensation benefit rates, new hire information etc.
  • Address issues and questions regarding payroll from employees and superiors
  • Prepare reports for upper management, finance department etc.


  • Proven experience as payroll specialist or payroll manager
  • Solid understanding of accounting fundamentals and payroll best practices
  • Very good knowledge of legislation and regulations of the field
  • Proficient in MS Office and good knowledge of relevant software (e.g. Kronos, Payforce) and databases
  • Trustworthy with attention to confidentiality
  • Outstanding organizational ability with great attention to detail
  • Excellent communication skills
  • High school diploma or equivalent; BSc/BA in business, accounting or relevant field is a plus

What does Payroll Specialist do?

A Payroll Specialist is responsible for the accurate and timely processing of employee payroll and ensuring compliance with relevant laws and regulations. Here are some of the tasks that a Payroll Specialist typically performs on a day-to-day basis:

  1. Collecting and reviewing employee time sheets or attendance records.
  2. Calculating and processing employee wages, salaries, bonuses, commissions, and other payments.
  3. Verifying the accuracy of employee information, such as tax exemptions, deductions, and banking details.
  4. Managing and maintaining employee payroll records and data.
  5. Responding to employee inquiries regarding payroll matters, including tax withholdings, benefits deductions, and paycheck discrepancies.
  6. Preparing and distributing employee pay stubs or electronic pay statements.
  7. Ensuring compliance with federal, state, and local payroll tax laws, including proper withholding and remittance of payroll taxes.
  8. Processing payroll tax filings, such as W-2s and 1099s.
  9. Collaborating with other departments, such as HR and Finance, to reconcile payroll data and resolve discrepancies.
  10. Staying informed about changes to payroll laws and regulations and implementing necessary updates to payroll systems and processes.

Please note that the specific duties may vary depending on the organization and industry.

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