Payroll Clerk Job Description Template

A Payroll Clerk is responsible for ensuring employees are paid correctly and on time. They are responsible for calculating employee wages, preparing paychecks and processing tax and other withholdings. This job requires strong attention to detail, excellent organizational skills and a thorough knowledge of payroll regulations and procedures. This Payroll Clerk job description template can help you attract highly qualified candidates who are perfect for the role.

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Job Summary

The Payroll Clerk is responsible for accurately calculating, processing, and distributing employee paychecks while complying with applicable federal, state, and local laws and regulations.

Job Duties

  • Collect, review, and verify employee timesheets and records to ensure accurate calculation of wages and deductions
  • Collaborate with HR team to process new hire paperwork, update employee records, and ensure compliance with employment laws
  • Calculate and process payroll deductions including taxes, social security, and benefits such as health insurance and retirement plans
  • Prepare and distribute payment to employees by direct deposit or check
  • Respond to employee inquiries relating to paycheck issues or discrepancies in a timely and professional manner
  • Maintain accurate and complete payroll records and files according to established procedures
  • Submit payroll tax payments and filings in a timely manner to ensure compliance with applicable laws and regulations


  • High school diploma or equivalent required, Associate's or Bachelor's degree in finance, accounting, or related field preferred
  • Prior experience in payroll processing and knowledge of federal and state payroll laws and regulations
  • Proficiency in Microsoft Office Suite and familiarity with payroll software and systems
  • Strong attention to detail, organizational and time management skills, and ability to maintain confidential information
  • Excellent communication and interpersonal skills to effectively communicate with both employees and management team


A payroll clerk is an essential employee that many businesses require to ensure their financial records are kept accurate and up to date. This role is responsible for ensuring that employees are paid on time, and their paychecks are accurate concerning wages, taxes, and deductions.

Job Description and Responsibilities

The following job description and responsibilities can be included in a payroll clerk job posting:

  • Process payroll for all employees accurately and on time
  • Manage employee records, including new hires, terminations, and changes in job status
  • Ensure all payroll records and data are maintained and stored properly
  • Handle all payroll-related inquiries from employees in a professional and timely manner
  • Prepare and distribute various payroll reports as needed
  • Stay current with federal and state payroll tax regulations and ensure compliance
  • Process and issue W-2 forms at the end of each year


The following qualifications and requirements can be included in a payroll clerk job posting:

  • High school diploma or equivalent required
  • Previous experience in payroll processing preferred
  • Excellent attention to detail and accuracy
  • Strong organizational and time management skills
  • Proficiency in Microsoft Office, specifically in Excel
  • Knowledge of federal and state tax regulations related to payroll
  • Excellent communication skills, both written and verbal

Salary and Benefits

Include information about the salary range and benefits package that comes along with the payroll clerk position.


By including a detailed job description, requirements, and benefits in your payroll clerk job posting, you can attract the most qualified and capable candidates for the job. Make sure to give your job listing the time and attention it deserves to find the ideal candidate for your payroll clerk position.

What are the key responsibilities of a payroll clerk?

A payroll clerk is responsible for maintaining accurate records of employee salaries, wages, bonuses, and deductions. They also ensure that all employee taxes and contributions are collected and paid to the appropriate authorities. Additional responsibilities include preparing and distributing payroll reports, responding to employee inquiries about paychecks, and reconciling payroll data against company financial statements.

What qualifications should a payroll clerk possess?

Aspiring payroll clerks should ideally have a high school diploma or equivalent, with a degree in business, accounting, or finance being an added advantage. They should also have prior experience working with Microsoft Excel, possess excellent organizational and time-management skills, and have a strong attention to detail. Some knowledge of payroll software and accounting principles is also beneficial.

What are the most important skills for a payroll clerk?

The most crucial skills for a payroll clerk are accuracy and attention-to-detail when it comes to handling financial data. They should also be able to communicate effectively with both employees and management, work well under pressure, and be able to maintain confidentiality. In addition, they should be proficient in Microsoft Excel and accounting software, as well as having strong analytical skills.

What are some common challenges that payroll clerks face?

Payroll clerks face a range of challenges, including keeping up with constantly-changing tax codes and regulations, handling discrepancies or errors in employee paychecks, and ensuring the confidentiality of employee payroll information. They also have to manage competing priorities and meet strict deadlines, while ensuring that all payroll processing is accurate and error-free.

What is the typical salary range for a payroll clerk?

The salary range for a payroll clerk can vary widely depending on geographical location, company size, and experience level. According to the Bureau of Labor Statistics, as of May 2020, the median pay for payroll and timekeeping clerks in the United States was $19.63 per hour, with the top 10% earning over $29.63 per hour.

What are some good interviewing questions for a payroll clerk?

Interview questions for a payroll clerk may include:

  • Tell us about your experience in processing payroll?
  • What is your understanding of tax regulations and payroll processing?
  • How do you ensure accuracy in processing payroll information?
  • What is your experience in using payroll software and accounting software?
  • How do you ensure the confidentiality of employee payroll information?
  • How do you manage competing priorities and meet strict deadlines?

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