Use this Payroll Administrator job description template to attract detail-oriented professionals who can manage payroll processing accurately and efficiently.
A Payroll Administrator is responsible for managing and processing employee payroll, ensuring accurate compensation, deductions, and compliance with labor laws. They maintain payroll records, resolve payroll issues, and support HR and finance teams with payroll-related tasks.
A Payroll Administrator ensures that employees are paid accurately and on time while maintaining compliance with payroll regulations. Key responsibilities include:
- Processing payroll for all employees according to schedules.
- Maintaining payroll records, timesheets, and related documents.
- Calculating wages, deductions, bonuses, and reimbursements.
- Ensuring compliance with tax laws and statutory regulations.
- Addressing employee questions and payroll discrepancies.
Payroll Administrator Job Description
We are looking for a Payroll Administrator to oversee and process our company’s payroll with accuracy, confidentiality, and compliance. The ideal candidate will have strong numerical skills, payroll software experience, and the ability to ensure timely and error-free payroll processing. If you are detail-oriented and experienced in employee compensation and tax regulations, we’d love to meet you!
Roles & Responsibilities
- Process weekly, bi-weekly, or monthly payroll for all employees.
- Verify attendance, hours worked, and timesheets.
- Calculate wages, overtime, bonuses, commissions, and deductions.
- Ensure compliance with federal, state, and local payroll laws.
- Prepare and distribute paychecks or direct deposit files.
- Maintain and update payroll records in HRIS/payroll systems.
- Handle employee inquiries related to salaries, taxes, and benefits.
- Assist with year-end payroll tasks including W-2 or TDS reports.
- Coordinate with HR and finance teams for onboarding and compensation updates.
- Prepare payroll reports for management and auditors.
Requirements & Skills
- Bachelor’s degree in Accounting, Finance, Business, or a related field (preferred).
- Proven experience as a Payroll Administrator or similar role.
- Strong understanding of payroll regulations and compliance requirements.
- Proficiency in payroll software (ADP, QuickBooks, SAP, Workday, etc.).
- Excellent numerical and data-entry skills.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Good communication and problem-solving skills.
- Proficiency in MS Excel and payroll reporting tools.
Who do Payroll Administrators report to?
Payroll Administrators typically report to:
- Payroll Manager
- HR Manager
- Finance Manager
- Chief Financial Officer (CFO)
Post this on job boards and career pages to hire candidates skilled in payroll management, compliance, and employee compensation. Feel free to customize it based on your company’s needs. Similar job titles include Payroll Specialist, Payroll Coordinator, and Payroll Officer.
How to Assess Payroll Administrator Skills Effectively
Candidates may list payroll experience on their resumes, but assessing their actual ability to manage payroll cycles, ensure compliance, and maintain financial accuracy before the interview is crucial. A structured Payroll Administrator assessment ensures you hire professionals who can process payroll reliably, reduce errors, and support smooth HR & finance operations.
Here’s how you can assess Payroll Administrator proficiency effectively with WeCP:
- Payroll Processing & Compliance – Test candidates on their ability to run payroll accurately, manage deductions, and ensure compliance with state, federal, and labor regulations.
- Payroll Software Proficiency – Evaluate their experience with tools like ADP, Paychex, QuickBooks Payroll, Gusto, or SAP SuccessFactors.
- Data Accuracy & Attention to Detail – Assess their skills in verifying timesheets, identifying discrepancies, and maintaining error-free payroll records.
- Taxation & Reporting – Check their knowledge of payroll taxes, W-2s, 1099s, and statutory reporting requirements.
- Confidentiality & Ethical Handling of Data – Ensure they understand confidentiality protocols and can manage sensitive employee information securely.
With WeCP’s Payroll Administrator assessments, you can efficiently filter out underqualified candidates, streamline the hiring process, and ensure high-quality hires who can deliver accurate payroll, maintain compliance, and support financial and HR integrity.
