Payroll Clerk

The Payroll Clerk is responsible for assisting with the accurate and timely processing of employee payroll. This position maintains payroll records, reviews timekeeping information, processes payroll-related changes, assists with employee inquiries, and ensures payroll information is entered and maintained accurately.

The ideal candidate is highly organized, detail-oriented, trustworthy, and comfortable working with confidential financial and employee information. Strong numerical, administrative, communication, and computer skills are essential.

Key Responsibilities

Payroll Processing

• Assist with preparing and processing weekly, biweekly, semi-monthly, or monthly payroll.
• Collect and verify employee timekeeping and attendance information.
• Review timesheets for missing, inaccurate, or inconsistent information.
• Enter payroll data into payroll systems accurately and efficiently.
• Process regular wages, overtime, bonuses, commissions, deductions, and other payroll adjustments as authorized.
• Verify payroll calculations before payroll submission.
• Assist with payroll reconciliation and balancing.
• Ensure payroll deadlines are consistently met.
• Maintain accurate payroll records and documentation.

Time and Attendance

• Monitor employee timecards and attendance records.
• Follow up with employees and managers regarding missing or incorrect time entries.
• Process approved vacation, sick leave, holidays, and other paid or unpaid leave.
• Review overtime and special pay requests for appropriate authorization.
• Assist with resolving timekeeping discrepancies.

Employee Payroll Support

• Respond professionally to routine employee payroll questions.
• Explain pay statements, deductions, tax withholdings, and payroll procedures within the scope of the position.
• Research and resolve payroll discrepancies.
• Escalate complex payroll, tax, or compliance issues to the Payroll Manager or appropriate department.
• Maintain confidentiality when handling employee compensation and personal information.

Payroll Records and Data Entry

• Maintain accurate employee payroll files and records.
• Enter new hire information and employee changes into payroll systems.
• Process changes involving pay rates, departments, direct deposit information, deductions, and employment status as authorized.
• Verify payroll data against supporting documentation.
• Maintain organized electronic and physical payroll records.
• Assist with payroll audits and record reviews.

Tax and Deduction Support

• Assist with processing federal, state, and local tax withholding information.
• Maintain records related to employee deductions and benefits.
• Assist with processing garnishments, child support orders, insurance deductions, retirement contributions, and other authorized deductions.
• Ensure payroll changes are supported by appropriate documentation.
• Escalate tax or legal payroll matters to qualified payroll or HR personnel.

New Hire and Employee Changes

• Assist with setting up payroll records for new employees.
• Verify required payroll information and documentation.
• Process employee status changes, promotions, transfers, pay changes, and terminations as authorized.
• Coordinate with Human Resources to ensure payroll records remain current.
• Assist with final pay processing when required.

Reporting and Reconciliation

• Prepare routine payroll reports and spreadsheets.
• Assist with reconciling payroll totals and payroll-related accounts.
• Review reports for errors and discrepancies.
• Provide payroll information to HR, Finance, management, and other authorized personnel.
• Assist with year-end payroll reporting and reconciliation.

Compliance and Confidentiality

• Follow company payroll policies and established procedures.
• Maintain confidentiality of employee compensation, tax, banking, and personal information.
• Assist with maintaining payroll records in accordance with company requirements.
• Support internal and external payroll audits.
• Report potential payroll errors or compliance concerns to management promptly.
• Follow applicable federal, state, and local payroll requirements as directed by management.

Required Qualifications

• High school diploma or GED required.
• Previous payroll, accounting, finance, HR, or administrative experience preferred.
• Strong mathematical and numerical skills.
• Excellent attention to detail.
• Strong organizational and time-management skills.
• Ability to maintain confidential information.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Ability to learn payroll and HR information systems.
• Strong written and verbal communication skills.
• Ability to meet strict deadlines.
• Ability to identify and resolve discrepancies accurately.

Preferred Qualifications

• Previous experience processing payroll.
• Experience with payroll software or HRIS platforms.
• Experience with timekeeping and attendance systems.
• Basic understanding of payroll taxes and deductions.
• Experience with accounting software.
• Associate's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Payroll certification is a plus.

Essential Skills

Accuracy: Maintains a high level of accuracy when entering and reviewing payroll information.

Numerical Ability: Comfortable working with wages, hours, deductions, percentages, and payroll calculations.

Confidentiality: Handles sensitive employee and financial information responsibly.

Organization: Maintains accurate records and manages multiple payroll deadlines.

Technology: Comfortable using payroll software, HRIS platforms, spreadsheets, email, and other office applications.

Communication: Communicates professionally with employees, managers, HR, Finance, and payroll vendors.

Problem Solving: Identifies discrepancies and researches appropriate solutions.

Time Management: Works efficiently and consistently meets payroll deadlines.

Performance Expectations

Performance may be evaluated based on:

• Payroll accuracy
• Timely completion of payroll processing
• Accuracy of data entry
• Resolution of payroll discrepancies
• Quality of employee support
• Recordkeeping accuracy
• Confidentiality and professionalism
• Compliance with company procedures
• Attendance and reliability
• Ability to meet payroll deadlines
• Effective communication and teamwork

Work Environment

• Office, hybrid, or remote environment depending on company requirements.
• Regular use of computers, payroll systems, spreadsheets, and financial software.
• Frequent interaction with employees, managers, HR personnel, Finance staff, and payroll providers.
• Work may become especially time-sensitive around payroll processing dates and year-end reporting periods.
• Position requires handling confidential financial and employee information.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to use standard office equipment.
• Ability to review detailed financial and employee records.
• Ability to communicate effectively by telephone, email, and in person.

Schedule

The position generally operates during normal business hours but may require additional hours around payroll deadlines, month-end, year-end, or other critical processing periods.

Schedule: [Monday–Friday / Insert Schedule]

Compensation and Benefits

Benefits may include:

• Competitive hourly or annual salary
• Health, dental, and vision insurance
• Paid time off
• Paid holidays
• 401(k) or retirement plan
• Employee assistance program
• Professional development opportunities
• Paid training
• Career advancement opportunities
• Hybrid or remote work options, where applicable

Career Advancement

A Payroll Clerk may advance into positions such as:

• Senior Payroll Clerk
• Payroll Specialist
• Payroll Administrator
• Payroll Supervisor
• Payroll Manager
• HR Payroll Specialist
• Accounting Specialist
• HR Specialist